Business Unit Administrator

Role overview

The Business Unit Administrator supports the Head of Department and the wider team by keeping daily operations organized and running efficiently. This position covers a broad mix of administrative coordination, record keeping, correspondence handling, meeting support, reporting, and project assistance. The role is central to improving workflow, keeping tasks on track, and making sure the department’s processes remain smooth and well documented.

Key responsibilities

Administrative support

• Keep departmental records well arranged in both electronic and paper formats, with easy access and proper filing.
• Oversee everyday office administration such as document handling, printing, scanning, and distribution of correspondence.
• Help design and improve administrative processes to make work more efficient.

Communication and correspondence

• Act as the main contact for internal and external communication related to the department.
• Manage incoming and outgoing communication, including email, calls, and written documents.
• Follow up professionally on pending items with both internal teams and external stakeholders.

Meetings and events

• Arrange internal and external meetings and ensure all logistical details are handled in advance.
• Prepare agendas, record meeting minutes in detail, and monitor action points after meetings.
• Support the planning and coordination of department events, conferences, and off-site activities.
• Make sure meeting rooms and required materials are ready before meetings start.

Data, reporting, and records

• Enter, extract, and review data accurately for department reporting needs.
• Assist with reports, presentations, and summaries requested by the Line Manager.
• Maintain proper records for invoices, purchase orders, and expense claims so financial documentation stays accurate.

JIRA and task tracking

• Use JIRA to open, update, assign, and close departmental tickets.
• Monitor task progress and ensure outstanding actions are completed on time.
• Keep the department task list current in JIRA.
• Support colleagues with JIRA-related questions and usage.

Project coordination

• Assist with department projects through coordination, communication, and administrative support.
• Maintain task logs, track progress, and follow up on pending deliverables.
• Help different teams work together effectively by acting as a link between departments.
• Track progress carefully and escalate issues, delays, or blockers when needed.

Additional duties

• Arrange travel and accommodation for the Head of Department and/or team members when needed.
• Submit business expense claim forms and supporting invoices for reimbursement through HR channels.
• Use the HR system to log leave, approve requests on behalf of the Head of Department, and remind team members about leave submissions.
• Use the IT service portal to raise tickets and handle IT-related issues for the department.
• Carry out any other duties assigned by the CEO, Head of Department, or Line Manager to support departmental goals.