Business Operations Administrator

Job Title: Business Operations Administrator

Department: Power Systems

Reports To: Product & Commercial Director

Location: Leeds

Purpose of Role

The Business Administrator is responsible for providing day-to-day operational, procurement, financial and administrative support to the Power Systems business.

The role acts as the central coordination point for purchasing, supplier management, project administration, finance administration, Business Central management and general business operations, ensuring the company operates efficiently as an independent and scalable business.

This is a key role within Power Systems, providing the capability required to support continued growth whilst allowing engineering, project and leadership personnel to remain focused on product development, project delivery and customer activities.

Key Responsibilities

Procurement & Supplier Management

• Manage purchasing activities across all PS projects and operations.
• Raise and administer purchase orders within Business Central.
• Monitor supplier deliveries and lead times.
• Maintain supplier records and documentation.
• Support supplier onboarding and qualification activities.
• Assist with supplier performance monitoring and reporting.
• Coordinate supplier communications and order expediting.
• Support negotiation and administration of supplier agreements.

Project Administration

• Support managers and engineers with project administration activities.
• Assist with project procurement planning.
• Track project costs and purchase commitments.
• Coordinate project reporting inputs.
• Support preparation of customer and management reports.
• Maintain project schedules and action trackers where required.

Finance & Business Administration

• Deliver monthly management reporting to group finance requirements.
• Maintain sales order and purchase order records.
• Process supplier invoices and support invoice approvals.
• Support accounts payable and accounts receivable activities.
• Assist with cashflow forecasting and expenditure tracking.
• Provide VAT, payroll and statutory reporting processes.
• Assist with budgeting and financial planning activities.
• Maintain company administration records and business documentation.

Business Central Administration

• Act as a key user of Microsoft Dynamics 365 Business Central.
• Process goods receipts and purchase transactions.
• Support inventory transactions and stock movements.
• Ensure data accuracy and process compliance.
• Support the ongoing development and optimisation of Business Central processes.

Logistics, Shipping & Inventory

• Coordinate incoming and outgoing shipments.
• Prepare shipping and export documentation.
• Manage goods receipt and goods booking-in activities.
• Support stock control, stock takes and inventory accuracy.
• Coordinate material movements between suppliers, customers and company facilities.
• Support workshop and operational logistics activities.

General Business Support

• Provide payroll administration.
• Coordinate travel and accommodation bookings.
• Organise meetings and company events as required.
• Support management of shared facilities and office activities.
• Maintain company records and filing systems.
• Support QMS, HSE and compliance administration.
• Provide general administrative support to the wider PS team.

Authority

• Raise purchase orders within agreed authorisation limits.
• Manage day-to-day supplier and administrative activities.
• Escalate commercial, contractual and financial issues when required.
• Recommend process improvements and efficiencies across operations.

Required Experience & Skills

Essential

• Minimum 5 years' experience in business administration, procurement administration, finance administration or project support.
• Strong organisational and coordination skills.
• Experience working within an engineering, manufacturing or technology business.
• Good understanding of purchasing and supplier management processes.
• Strong IT skills including Microsoft Office.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and work independently.

Desirable

• Experience of Microsoft Dynamics 365 Business Central.
• Experience of inventory management and stock control.
• Experience of shipping, logistics and export documentation.
• Experience supporting management accounts and financial reporting.
• Understanding of project administration within engineering environments.
• Familiarity with ISO 9001 quality management systems.

Success Measures

The role will be expected to:

• Deliver accurate and timely purchase order processing.
• Maintain effective supplier and procurement controls.
• Provide accurate monthly management reporting.
• Ensure Business Central data integrity.
• Maintain effective stock and inventory control.
• Improve administrative efficiency across the business.
• Reduce the administrative burden on engineering and management personnel.
• Enable PS to operate effectively as a standalone and scalable business.