Business Support Assistant

Job Description

Job Summary

The Business Support Assistant will provide comprehensive administrative and financial support to ensure the smooth operation of the facilities management function. The role includes financial processing tasks such as raising Purchase Orders (POs), goods receipting, reconciliation, and maintaining financial records. Additionally, the role involves coordinating meetings, handling data entry, and supporting process improvements. The role reports to the Zone Workplace and Campus Leads.

Key Responsibilities

Financial & Procurement Support

• Raise Purchase Orders (POs) in line with company procurement policies and track approvals.
• Conduct goods receipting, ensuring delivered goods/services match purchase agreements.
• Assist with financial reconciliation, matching POs, receipts, and invoices.
• Maintain financial processes, including preparing invoices, investigating queries, and ensuring financial records are accurate.
• Liaise with suppliers and internal teams to resolve invoice discrepancies and payment issues.
• Support expense processing, budget tracking, and financial reporting.
• Monitor contract renewals and service agreements, proactively addressing upcoming expirations.
• Support vendor onboarding by collecting documentation and verifying compliance requirements.

Administrative & Meeting Coordination

• Coordinate a range of meetings, including scheduling, agenda preparation, and distributing relevant materials.
• Take and produce accurate minutes, track actions, and follow up on outstanding tasks to completion.
• Maintain and update internal databases and document management systems.
• Support the preparation of business reports, presentations, and other administrative tasks as needed.
• Develop and maintain standardised templates for meeting agendas, minutes, and reports.
• Act as a point of contact for cross-departmental information requests.
• Manage facility or office-related administrative needs, such as asset tracking or equipment requests in partnership with Campus Leads.
• Effectively manage the administration tasks and complete as required by the Zone FM Lead.
• Respond to general administration questions, queries and correspondence.

Business & Operational Support

• Manage IFM provider – minuting service provider meetings and tracking actions points to completion.
• Liaise with IFM provider to ensure the effective delivery of services i.e. quotes etc & chasing where required, keeping Campus Leads informed.
• Input data into a range of systems, ensuring accuracy and consistency.
• Investigate and resolve data queries, providing input into the development of monitoring processes.
• Assist with internal audits, ensuring documentation is complete and up to date.
• Identify and support process improvements to enhance efficiency and accuracy in facilities management function.
• Ensure compliance with company policies and financial regulations.
• Other tasks as reasonable requested by Zone FM or Campus Leads.

The above tasks are not exhaustible and can change depending on the requirements of the business.

Qualifications

Key Skills & Competencies

• Strong financial administration skills, including PO processing, invoicing, and reconciliation.
• Excellent attention to detail and ability to manage multiple tasks simultaneously.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and financial systems (Coupa, SAP, Oracle, or similar).
• Ability to work independently and as part of a team in a fast-paced environment.
• Problem-solving skills with the ability to handle supplier and internal stakeholder queries.

Qualifications & Experience

• Previous experience in a finance or business support role.
• Familiarity with procurement processes, financial reconciliation, and data management.
• Experience using financial systems (e.g., SAP, Oracle, or similar) is desirable.
• Understanding of basic accounting principles and financial compliance.
• Optional: Any relevant qualifications, such as AAT, business administration, or finance-related certification.

Additional Information

• Some roles may require flexibility in working hours or occasional travel.

The role may involve liaising with multiple stakeholders across departments.

At Schneider Electric, Diversity & Inclusion is at the heart of our organisation, it’s an integral part of our history, culture, and identity. We recognise that embracing diversity unlocks innovation and creativity and fosters collaboration. We want our employees to reflect the diversity of our communities and the customers we serve. As a result, our teams are stronger to drive the company’s future.

“We are proudly participating in the Disability Confident Program offering support to people in the workplace who consider themselves living with a disability.”

What we offer you:

Competitive salary & Bonus Scheme, 28 Days Annual Leave + Public Holidays, Holiday Buy & Sell programme, Pension Scheme, Employee Share Ownership Programme, Various Health & Wellbeing Support Options, Gym Flex, Open Talent Market (internal mobility opportunities + access to mentors & projects globally), Shopping & Dining Discounts, Learning Portal and much more.

Apply now:

Please submit an online application to be considered for any position with us. You know about us, so let us learn about you! Apply today.

#LI-AD1

About Our Company

Looking to make an IMPACT with your career?

When you are thinking about joining a new team, culture matters. At Schneider Electric, our values and behaviors are the foundation for creating a great culture to support business success. We believe that our IMPACT values – Inclusion, Mastery, Purpose, Action, Curiosity, Teamwork – starts with us.

IMPACT is also your invitation to join Schneider Electric where you can contribute to turning sustainability ambition into actions, no matter what role you play. It is a call to connect your career with the ambition of achieving a more resilient, efficient, and sustainable world.

We are looking for IMPACT Makers; exceptional people who turn sustainability ambitions into actions at the intersection of automation, electrification, and digitization. We celebrate IMPACT Makers and believe everyone has the potential to be one.

Become an IMPACT Maker with Schneider Electric – apply today!

€36 billion global revenue

+13% organic growth

150 000+ employees in 100+ countries

#1 on the Global 100 World’s most sustainable corporations

You must submit an online application to be considered for any position with us. This position will be posted until filled.

Schneider Electric aspires to be the most inclusive and caring company in the world, by providing equitable opportunities to everyone, everywhere, and ensuring all employees feel uniquely valued and safe to contribute their best. We mirror the diversity of the communities in which we operate, and ‘inclusion’ is one of our core values. We believe our differences make us stronger as a company and as individuals and we are committed to championing inclusivity in everything we do. This extends to our Candidates and is embedded in our Hiring Practices.

You can find out more about our commitment to Diversity, Equity and Inclusion here and our DEI Policy here

At Schneider Electric, we uphold the highest standards of ethics and compliance, and we believe that trust is a foundational value. Our Trust Charter is our Code of Conduct and demonstrates our commitment to ethics, safety, sustainability, quality and cybersecurity, underpinning every aspect of our business and our willingness to behave and respond respectfully and in good faith to all our stakeholders. You can find out more about our Trust Charter here

Schneider Electric is an Equal Opportunity Employer. It is our policy to provide equal employment and advancement opportunities in the areas of recruiting, hiring, training, transferring, and promoting all qualified individuals regardless of race, religion, color, gender, disability, national origin, ancestry, age, military status, sexual orientation, marital status, or any other legally protected characteristic or conduct.

Read Full Description