Business Services Administrator

The Business Services Administrator keeps our offices, company travel and business documentation running smoothly. The role combines office and facilities coordination, company-wide travel and accommodation booking, event support and administrative support to the Business Management team. The role also coordinates control of business-related documents, so that staff work from current, approved versions and records are retained correctly.

This position suits an organised, proactive individual who can manage multiple priorities with excellent attention to detail, deliver cost-effective arrangements and maintain compliance with company policies and standards. Office & Facilities Coordination ● Manage the daily operations of the office to ensure a safe, clean, organised and efficient working environment.

● Act as the first point of contact for visitors, contractors and deliveries. ● Maintain office supplies, merchandise, stationery and refreshments, ensuring adequate stock levels. ● Review supplier agreements and re-negotiate terms where possible, tracking cost savings through improved vendor management and reduced overheads.

● Manage meeting rooms, office calendars and shared resources. ● Support office health and safety arrangements, including coordinating inspections and maintaining office noticeboards. ● Work with H&S to coordinate regular fire drills and safety training, ensuring everyone is familiar with evacuation routes and emergency protocols.

● Assist with onboarding of new employees, including workspace preparation, office inductions and merchandise allocation. Travel & Accommodation ● Book rotational flights, ad hoc travel (including train and ferry crossings), car hire, lease cars and hotel stays as directed by the Head of Business Services ● Arrange furnished accommodation apartments on long and short term contracts.

● Maintain accurate, up-to-date records of all transactions made using the company credit card. ● Record all travel transactions in the travel document system to support data sharing and reporting across departments. ● Upload and manage individual travel folders, ensuring employees can access their travel documentation.

● Collect and report on monthly lease car usage for company tracking and compliance. ● Maintain an up-to-date database of company apartments in Groningen, ensuring correct cost allocation per stay. ● Monitor Red Bear-managed apartments across projects, coordinating key holding, maintenance and repairs with external suppliers so they meet company standards (this may occasionally be out of hours).

Events Planning & Coordination ● Assist in the planning and execution of company events and special activities, managing all logistical details. ● Assist with customer hospitality arrangements and client visits. ● Manage event schedules, invitations and attendee communications. ● Coordinate venue bookings, catering, travel and accommodation for events.

● Populate and update the company events calendar and associated documentation. ● Evaluate events and capture feedback to support continuous improvement. Administrative Support ● Provide administrative support to the departments within the Business Development team, in line with the needs of the business. ● Answer incoming telephone calls and direct enquiries appropriately.

● Monitor shared inboxes and distribute correspondence. ● Prepare meeting agendas, minutes and action trackers where required. ● Assist with company communications and internal announcements. ● Maintain confidentiality when handling sensitive business information. ● Contribute to continuous improvement of administrative processes.

Business Related Document Control Coordination ● Coordinate control of business-related documents in line with the company document control procedure and the integrated management system (ISO 9001, ISO 14001 and ISO 45001). ● Maintain the master document register, including document references, revision status, owners and review dates.

● Ensure new and revised documents are formatted to company templates, correctly referenced, and reviewed and approved by the document owner before release. ● Publish approved documents to the intranet or document management system and notify affected staff of changes. ● Withdraw obsolete documents from use and archive superseded versions so that only current versions are available.

● Track scheduled document reviews and prompt owners when reviews fall due. ● Maintain and update company document templates. ● Manage retention, storage and access permissions for records, in line with retention requirements and data protection obligations. ● Support internal and external audits by providing document and record evidence on request, and help close document-related actions ● Minimum 2 years of experience in an office administration, office management or travel coordination role.

● Experience coordinating meetings, events and travel arrangements. ● Experience supporting multiple stakeholders in a busy office environment. ● Experience of document control, version control or records management (desirable), ideally within an ISO-certified management system. ● Excellent organisational, time management and prioritisation skills, with the ability to meet deadlines in a dynamic, high-pressure environment.

● Ability to manage own workload under minimal supervision and to work as part of a team. ● Excellent attention to detail and accuracy in record keeping. ● Fluent written and verbal English and Dutch. ● Professional and confident manner when dealing with clients, suppliers and colleagues. ● Strong customer service and problem-solving skills.

● Excellent computer literacy, including Microsoft 365 and Google Workspace. ● Experience using collaboration platforms such as Jira, or document management systems (desirable).