Business Unit Administrator

Job Title:

Business Unit Administrator

Reporting to:
Finance Business Partner

Business Unit:
Head Office

This role will provide high-level administrative, organisational, and operational support to the Head Office Business Unit. It will act as a key liaison between senior leaders, internal stakeholders, and external partners while overseeing a range of administrative, financial, and facilities responsibilities. It will also manage core Head Office processes such as fleet, travel, telecoms, credit card administration, and central training coordination.

• Oversee the day-to-day running of the Belfast office.
• Manage facilities contracts including cleaners, maintenance providers, landlords, and utilities.
• Ensure office equipment such as franking machines, printers, and meeting facilities are functioning effectively.
• Coordinate meetings, room bookings, catering, visitors, and parking arrangements.
• Manage courier and postal services.
• Monitor and replenish office supplies.

• Manage the creation, processing, and receipting of purchase orders.
• Oversee invoice workflows, ensuring timely and accurate processing.
• Maintain accurate financial records and support budget-related administration.
• Monitor Head Office credit card usage, allocate spending, and ensure compliance with internal controls.
• Ad hoc financial administration as required.

• Book travel arrangements, including flights, hotels, hire cars, parking, and rail travel.
• Manage travel profiles, preferences, and approvals.
• Ensure cost-effective travel planning aligned with business policies.

• Oversee fleet administration, including adding/removing vehicles from insurance databases.
• Act as the central contact for vehicle providers, insurance partners, and internal users.
• Maintain accurate fleet documentation, mileage logs, and compliance records.

• Manage group-level mobile phone accounts, SIMs, hardware allocation, upgrades, and contracts.
• Maintain asset registers and ensure accurate charging to cost centres.
• Liaise with telecoms providers and ensure adherence to group policies.

• Coordinate with the Institute to maintain training records for Head Office employees.
• Support the Institute team to ensure seamless delivery of employee development programmes.

• Minimum of five GCSEs (A*-C or equivalent), including Maths and English.
• Experience with financial systems, purchase order processes, and GRN workflows.
• Strong proficiency in Microsoft Office, especially Excel (data analysis, reporting) and Outlook (complex diary management).
• Excellent time management and organisational skills to manage multiple tasks.
• Excellent organisational, communication and interpersonal skills.
• Be able to work under pressure, be a team player and have a high level of self-motivation.
• Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.

• Experience with fleet, travel, telecoms, or facilities administration.
• Knowledge of accounting or payroll principles and/or systems.

• Professional approach and excellent attention to detail.
• Comfortable working independently while supporting multiple senior stakeholders.
• Commitment to continuous improvement and service excellence.

In line with Omexom's values, the jobholder must possess the following qualities:

• Team Spirit & Generosity - able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
• Trust and Empowerment - enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.
• Integrity and Responsibility - enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.
• Innovation & Entrepreneurship - continually strive to improve processes and introduce new initiatives to improve efficiency.