Business Support Co-ordinator

Job Introduction

We currently have an opportunity for a Business Support Coordinator to join our Team.  This is a great opportunity for a customer focused individual to join a world leading food and facilities management company, which can offer unrivalled opportunities for career progression

Role Responsibility

The Business Support coordinator will report to the Business Support Manager to provide a range of back office business support services to the business along with support to the Senior Leadership team.

As a Business Support Coordinator you will be responsible for assisting the Business Support Manager to ensure that all duties and responsibilities are covered across the team as and when the demand arises, providing support for the back office function.

You will work across all departments within the business and have the ability and confidence to act as the first point of contact for some of our major clients. Honesty and discretion are paramount as you will be dealing with confidential information.

Accountabilities

• Developing successful relationships both internal & external
• Trouble shoot and offer solutions to operational issues
• Work across all systems and be able to cover other team members work in their absence
• Support  internal mini projects to ensure all projects are completed within the given timelines
• Work within the set processes and procedures for the department

The Ideal Candidate

The successful candidate for this role will have:

Working knowledge of MS Office, inclusive of:

• Word – create and edit detailed documents.
• Outlook – email and diary management, archive & filing.
• Excel – able to use intermediate data analysis tools. Experience of producing Management Information in various formats able to create and edit detailed spreadsheets.
• Power point - creates, edit and produce presentations.
• Ability to effectively communicate via email, telephone and face to face.
• Excellent communication skills both verbal and written
• Able to successfully build and maintain good working relationships with internal and external customers.
• Ability to respond to people in a professional and tactful manner
• Must be able to demonstrate integrity, honesty and use the utmost discretion when dealing with confidential information.

Administration experience including:

• All aspects of diary management & electronic filing
• Managing incoming post
• Collation of weekly timesheet entry
• Ordering stationary
• Managing office equipment including internal printers etc
• Evidence of tact and discretion in dealing with confidential or sensitive matters and business administration.
• Collation of business expenses

Other desirable qualities include:

• Experience of using SAP or another ERP system
• Able to use visio 

Package Description

Job Purpose

The Business Support coordinator will report to the Zurich Account Manager to provide a range of back office business support services to the business along with support to the Senior Leadership team.

As a Business Support Coordinator you will be responsible for assisting the Zurich Account Director to ensure that all duties and responsibilities are covered across the team. This includes the collation and dissemination of management information and the internal monitoring of contractual performance.

You will work across all the sites within the contract and have the ability and confidence to act as the first point of contact for client. Honesty and discretion are paramount as you will be dealing with confidential information

Accountabilities

• Developing successful relationships both internally & externally
• Work across all IT systems
• Support  internal mini projects to ensure all projects are completed within the given timelines
• Work within the set processes and procedures for the account.  For example:

• Payroll admin
• Absence tracking for account
• Support for the account training plan
• Support for employee engagement activity

• Apply governance procedures around contractual changes/amendments on behalf of Sodexo for presentation to the Client
• Act as personal assistant to the Account Director.  Support the performance of the Account Director and the contract by pro-actively managing e-mail and meeting minutes and proactively actioning as agreed ensuring all deadlines are met and outstanding actions followed up.
• Organise and attend meetings, ensuring that the Account Director is prepared for all meetings with papers/packs.
• Responsible for drafting responses on behalf of the Account Director.
• Diary management for the Account Director and contract leadership team.

Skills, Knowledge and Experience

Essential

Working knowledge of MS Office, inclusive of:

• Word – create and edit detailed documents.
• Outlook – email and diary management, archive & filing.
• Excel – able to use intermediate data analysis tools. Experience of producing Management

             Information in various formats able to create and edit detailed spreadsheets.

• Power point - creates, edit and produce presentations.

• Ability to effectively communicate via email, telephone and face to face.
• Excellent communication skills both verbal and written
• Able to successfully build and maintain good working relationships with internal and external customers.
• Ability to respond to people in a professional and tactful manner
• Must be able to demonstrate integrity, honesty and use the utmost discretion when dealing with

             Confidential information.

Administration experience including:

• All aspects of diary management & electronic filing
• Managing incoming post
• Collation of weekly timesheet entry
• Ordering stationary
• Managing office equipment including internal printers etc
• Evidence of tact and discretion in dealing with confidential or sensitive matters and business

            administration.

• Collation of business expenses

Desirable

• Experience of using SAP or another ERP system.  Ensuring that this information is regularly updates, for example, monthly checks on any structure changes and such like.

Contextual or other information

• Travel and overnight stays may be required to undertake training and other business requirements
• Flexibility on work schedule will be required at times

Communication – Uses language concisely and encourages two way conversations through effective questioning and listening techniques.

Client Focus – Delivers a service, keeps customers up to date and informed. Interacts well at all levels.

Delivers what is expected. Able to understand the client’s needs and identify opportunities for business improvement.

Influencing – Identifies key influencers and decision makers. Persuades using facts and listening skills. Implement the company values and behaviours amongst Zurich account team and clients.

Flexibility –Accepts need for flexibility and demonstrates willingness to change. Is open to new ideas and listens to other point of view.

Teamwork – Facilitates teamwork. Is not afraid to seek advice from others. Recognises the need to get things done. A team player that supports colleagues both within the Zurich Account team and the wider business.

Analytical Thinking – Breaks down issues into more manageable parts. Gathers all information necessary before identifying root causes.

Initiative – Addresses opportunities and problems by improving and adapting new approaches. Makes suggestions to improve service delivery.

Achievement – Works to goals, manages obstacles and drives for improvement. Shows enthusiasm. Seeks to understand obstacles and ways in which to overcome them

About the Company

Sodexo and our clients are committed to safeguarding and promoting the welfare of children, young persons and vulnerable adults. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland (Scotland).
 

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.