NBIS Coordinator & Administration Support

Job Title: NBIS Coordinator & Administration Support

Department: New Business, Innovation & Sustainability (NBIS)
Reporting To: Head of New Business, Innovation & Sustainability

About the Role

We are seeking an organised and detail-oriented NBIS Coordinator & Administration Support professional to support the delivery of shared services activities across the New Business, Innovation and Sustainability function.

This role provides coordination and administrative support across Sales, Quality & Compliance, ESG, Innovation, Sustainability and Technology, ensuring departments operate consistently, respond efficiently and maintain compliance with internal standards.

This is primarily a coordination, administration, systems and reporting role, focused on qualifying and routing work requests, maintaining controlled information, tracking actions, supporting business systems and providing management information reporting across the NBIS function.

The successful candidate will play a key role in ensuring information is accurately maintained, actions are progressed, and stakeholders have visibility of business performance and compliance activities.

Key Responsibilities

Document Control & Change Management

• Maintain controlled documents, registers and templates across the NBIS function.
• Manage document review cycles, version control, approvals and archiving processes.
• Update filing structures and document repositories.
• Support compliance requirements through effective document management and audit readiness.
• Provide guidance to users on document control procedures and standards.

NBIS Systems Administration & Management Information Reporting

• Support the administration of NBIS-managed systems and platforms.
• Maintain user access records, licence registers and system configuration information.
• Monitor data quality and ensure records remain accurate and up to date.
• Produce and maintain dashboards, KPI reports and management information trackers.
• Support reporting requirements across relevant business systems.

Quality, Compliance & EHS Administration

• Monitor and triage departmental inboxes, ensuring requests are routed appropriately.
• Coordinate actions and follow-up activities relating to Quality, Compliance and EHS matters.
• Support audit planning, compliance reporting and corrective action (CAPA) tracking.
• Assist with occupational health referrals and administration.
• Prepare communications, notices and controlled operational documentation.

Sales & Mobilisation Administration

• Coordinate and manage sales-related enquiries and requests.
• Support lead and opportunity administration activities.
• Assist mobilisation projects through action tracking and stakeholder coordination.
• Monitor progress against mobilisation plans and escalate delays where necessary.
• Maintain mobilisation reporting and supporting documentation.

Intern Coordination

• Coordinate intern placements, onboarding activities and system access requirements.
• Assist with work planning and task allocation.
• Monitor progress and support the quality review of intern outputs.
• Ensure appropriate controls are maintained throughout placements.

Innovation & Sustainability Support

• Maintain innovation and sustainability pipeline records and trackers.
• Coordinate forums, listening posts and related administration activities.
• Track actions and ensure progress updates are recorded.
• Maintain supporting data files and reporting information.
• Assist in the preparation of information for tenders, client submissions and internal reporting.

Accidents & Incidents Contingency Support

• Provide administrative support for accident and incident reporting when required.
• Support escalation processes and incident documentation management.
• Assist with CAPA tracking and documentation collation.
• Prepare information for trend analysis and reporting purposes.

A more detailed breakdown of duties is available on request.

Skills & Experience

Essential Requirements

• Previous experience in administration, coordination, document control, quality administration, compliance administration or systems support.
• Strong document control capability, including:
• • Document registers
  • Version control
  • Review cycles
  • Workflow tracking
  • Filing structures
  • Controlled document updates
• Good working knowledge of Microsoft 365, particularly, Outlook, Teams, Word, and SharePoint.
• Intermediate Excel skills, including data entry, filtering, sorting, formulas, trackers and reporting templates.
• Experience maintaining accurate records, dashboards, trackers or management information reports.
• Excellent organisational skills with the ability to manage multiple deadlines and priorities.
• High level of attention to detail and data accuracy.
• Strong written and verbal communication skills.
• Ability to liaise professionally with stakeholders across multiple departments and escalate issues appropriately.

Desirable Requirements

• Experience working with ISO-aligned management systems, particularly: ISO 9001, ISO 14001 and ISO 45001.
• Previous exposure to Quality, Compliance, EHS, ESG, Sales Support, Mobilisation or Facilities Management environments.
• Experience using CRM, QMS, EHS or document management systems.
• Knowledge of platforms such as Salesforce, EcoOnline, UKG, ClientPoint or similar systems.
• Experience supporting CAPA processes, audits, risk assessments, method statements and safety documentation.
• Train the Trainer qualification or experience providing systems or process guidance.
• Experience producing KPI reports, dashboards and management reports using Excel, Power BI or other reporting tools.

Key Competencies

Structured & Organised

Able to manage competing priorities, maintain trackers, meet deadlines and ensure actions are progressed.

High Attention to Detail

Accurate in document control, reporting, data entry, version control and systems administration.

Systems Confident

Comfortable learning, maintaining and supporting multiple business systems and reporting platforms.

Data & Reporting Focused

Able to collate and analyse information, identify data gaps and produce meaningful management reports and KPI updates.

Proactive & Solutions-Focused

Takes ownership of actions, follows through on commitments and escalates issues where appropriate.

Strong Communicator

Confident in handling queries, engaging with stakeholders and adapting communication style to different audiences.

Quality & Compliance Aware

Understands the importance of controlled documentation, audit readiness, process compliance and evidence-based decision making.

Collaborative

Works effectively across Sales, Quality, Compliance, ESG, Innovation, Technology, Operations and senior stakeholder groups.

Professional & Confidential

Maintains discretion when handling business, employee, client and compliance-related information.

Career Development Opportunities

This role offers excellent exposure across several specialist functions and provides opportunities for continued professional development in:

• Quality & Compliance
• Environmental, Health & Safety (EHS)
• Sales & Business Development
• Systems Administration & Reporting
• Innovation & Sustainability
• Project Coordination

Potential future career pathways include:

• Quality & Compliance Auditor
• EHS Advisor
• Business Development Executive
• Systems, Reporting & MI Coordinator
• Innovation & Sustainability Coordinator

If you enjoy working with systems, processes, reporting and stakeholder coordination, and are looking to develop your career within a dynamic and evolving business function, we would love to hear from you.