Business Support Officer jobs

About the Role

Eastbourne Housing Limited is an established accommodation provider seeking an experienced and highly organised Business Support Officer to lead the administration and performance monitoring of the company's accommodation, property-related and supplier contracts.

This is an analytical, business-facing role at the heart of the organisation. The post holder will assess the existing contractual and operational arrangements, analyse performance and expenditure data, and recommend improvements to systems, procedures and working practices. The role involves coordinating contractual and business-support activity across the organisation, including maintaining contract and compliance records, supporting procurement, monitoring contractual deadlines, contractual obligations, service levels and key performance indicators (KPIs), supporting contract reviews, renewals and variations, identifying contractual risks, and assisting management with the continued development of efficient business systems.

The post holder will be a key point of professional contact between Eastbourne Housing Limited and the residents accommodated within the organisation's properties. As some residents may have additional care or support needs, the post holder is expected to communicate and act with appropriate sensitivity, professionalism and awareness at all times, while remaining focused on the business, contractual and compliance elements of the service rather than the direct delivery of care or support.

This is a professional business-support role requiring a high level of organisation, analytical ability, attention to detail and the ability to communicate effectively with contractors and residents.

Key Responsibilities

Contract Administration

• Administer contracts and service agreements held by Eastbourne Housing Limited.
• Maintain a central compliance register covering commencement dates, expiry dates, renewal periods, notice periods and key contractual obligations.
• Monitor contractual deadlines and ongoing contractual obligations, and ensure management is notified of upcoming renewals, reviews and required actions.
• Monitor the fulfilment of contractual obligations and maintain accurate records of performance against agreed requirements.
• Support formal contract reviews and renewals by collating relevant information, performance data, outstanding actions and supporting documentation.
• Support the administration and recording of contract variations, amendments and extensions, ensuring changes are appropriately documented and reflected in relevant records.
• Identify contractual issues, delays or non-compliance and potential contractual risks, and escalate these to management.
• Monitor service levels and relevant contractual KPIs, identify areas of underperformance and support follow-up action where agreed standards are not being achieved.
• Assess and report on the effectiveness and value of existing contractual arrangements, recommending improvements where appropriate.

Supplier and Contractor Management

• Liaise with maintenance contractors, cleaning providers, security providers, utility suppliers and other service providers.
• Obtain and compare quotations for goods and services, and assist with procurement exercises and the appointment of contractors and suppliers.
• Monitor contractor response times, completion times and service standards, including performance against agreed service levels and KPIs, and maintain records of contractor performance and outstanding works.
• Check contractor invoices against agreed quotations, contracts and completed works before submitting them for authorisation, and ensure required supplier documentation is obtained and maintained.

Business and Operational Support

• Provide professional business support to senior management and support business planning and operational projects.
• Coordinate administrative processes across the organisation's operations and coordinate information between management, staff, contractors, the Local Council and other external organisations.
• Maintain business systems relating to properties, suppliers, contracts, inspections, maintenance and operational activity, ensuring operational information is recorded consistently and accurately.
• Study existing administrative and operational processes and recommend improvements to increase efficiency and accuracy, and assist with the implementation of new business systems, procedures and working practices.

Compliance Administration

• Maintain central compliance schedules and associated records, and monitor expiry and renewal dates for relevant property and operational documentation.
• Identify missing, incomplete or overdue documentation and escalate concerns promptly.
• Assist management in preparing information required for internal and external compliance reviews, including those requested by the Local Council.
• Support management in monitoring organisational policies, procedures and contractual requirements.

Performance Monitoring and Reporting

• Produce weekly and monthly reports for senior management.
• Assist management in identifying areas of underperformance, unnecessary expenditure or operational risk.
• Prepare reports and supporting documentation for management meetings and, where required, for the Local Council.
• Maintain accurate records of actions, decisions and outstanding matters.

Financial Administration

• Check invoices against contracts, quotations and authorised works.
• Maintain supporting documentation for expenditure and contract-related payments.
• Assist with cost comparisons and supplier reviews.
• Provide financial and contractual information to management when required.

Person Specification/Competencies

Essential

Applicants should demonstrate:

• Previous experience in business support, operations administration or a comparable professional role.
• Experience administering contracts, suppliers or service agreements.
• Experience monitoring contractual obligations, service standards or contract performance.
• Strong organisational and administrative skills.
• Experience maintaining business records, databases, registers or management systems.
• Ability to monitor deadlines and manage multiple priorities.
• Ability to analyse information and identify discrepancies or areas requiring action.
• Strong written and verbal communication skills.
• Ability to communicate professionally and sensitively with residents, including those with additional care or support needs.
• Strong attention to detail and accuracy.
• Good numerical skills and experience checking invoices or financial information.
• Strong IT skills, including Microsoft Word, Excel, Outlook and electronic record-management systems.
• Ability to work independently and exercise sound professional judgement.
• Ability to handle confidential and commercially sensitive information appropriately.

Desirable

It would be advantageous for candidates to have:

• Experience within housing, accommodation, property management or facilities-related businesses.
• Experience dealing with maintenance or property-service contracts.
• Knowledge of property compliance and health-and-safety record keeping.
• A relevant degree or professional qualification (e.g. business, management, administration, finance, IT)

Right to Work and Sponsorship

Applicants must have, or be able to obtain, the appropriate permission to work in the United Kingdom.

Skilled Worker sponsorship may be available to a suitably qualified candidate where the role and applicant satisfy the applicable Home Office requirements.

All appointments will be subject to satisfactory pre-employment checks.

How to Apply

Please submit:

• an up-to-date CV; and
• a covering letter explaining your relevant experience in business support, contract administration, supplier management and operational administration.

Pay: Up to £43,000.00 per year

Benefits:

• Company car
• Housing allowance
• UK visa sponsorship

Work Location: In person