Business Administration Coordinator

Business Administration Coordinator

Location: Birmingham (managing sites across Birmingham, Bourne End, Stoke and Stockton)

Full time, Monday to Friday (37 hours) Competitive Salary

Benefits Package

• 25 days annual leave plus bank holidays (and your birthday off!)
• Comprehensive Pension Scheme
• Private Medical Insurance
• Access to a Private GP and much more!

Responsibilities Facilities Management

• Act as the primary point of contact for all facilities related enquiries across Birmingham, Bourne End, Stoke and Stockton sites
• Liaise with landlords and FM contractors to ensure necessary works are carried out effectively
• Ensure RAMS (Risk Assessment Method Statements) are in place, adequate and reviewed prior to any works taking place
• Manage visitor administration at the Birmingham office
• Maintain site records and documentation for compliance and auditing purposes
• Manage office supplies and door access systems
• Work alongside the EHS team to ensure offices are maintained to the required standards

Fleet Management

• Manage pool car allocations to minimise the need for hire vehicles
• Review and process new company car requests and orders
• Handle employee company car queries, liaising with fleet providers, the Veolia fleet department and payroll as required
• Manage fuel card setup, MileagePoint devices and driver data
• Handle vehicle fines, approve repairs, and oversee MOT and service management
• Maintain fleet data and insurance databases
• Support accident follow up actions and internal reporting

General Business Administration

• Raise purchase orders for training courses
• Coordinate occupational health surveillance logistics
• Manage and maintain Safety Passport cards via Skillsguard
• Set up and maintain employee travel profiles via Neo
• Provide general administrative support across VWT and WTS as required

What you will bring to the role:

We value attitude and capability as much as formal qualifications. The ideal candidate is organised, proactive, and comfortable managing multiple priorities across facilities, fleet, and business administration.

Qualifications Essential

• GCSE (or equivalent) in English and Maths at Grade C/4 or above, to demonstrate a basic level of literacy and numeracy required for maintaining records, reports and correspondence
• Excellent communication skills (written and verbal)
• Strong organisational and administrative capability
• Ability to work independently and as part of a team
• Customer focused professional comfortable interacting with internal teams, landlords, and contractors
• Problem solver who can manage competing priorities and respond effectively to queries
• Proactive mindset that anticipates issues and acts early to prevent disruption

Desirable

• A relevant business administration, facilities management or related qualification (e.g. Level 3 Certificate in Facilities Management or similar)
• Previous experience in facilities management, fleet administration, or similar coordination roles

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.