Business Administrator
About Xaar
Inkjet Innovator. Trusted Partner. Sustainable Future. Xaar is here to create a world where you can print anything you can imagine.
For more information, visit www.xaar.com.
Xaar Values
Our five values guide decisions, shape behaviour and define how we work together.
Creative We push the boundaries of what is possible. | Collaborative Everyone is a partner; we help each other freely and willingly. | Innovative We always strive to improve. | Integrity We deliver on our promises. | Passion We care about our technology, products, partners and each other. |
Purpose of Role:
Help the business run smoothly. Create a professional experience for colleagues, customers and visitors. As Business Administrator, you will provide trusted administrative support across the organisation, including coordinating Executive Team expenses and travel, arranging meetings and hospitality, managing customer visits and supporting Intellectual Property administration. You will also oversee the general information inbox, direct enquiries to the right internal resource and provide practical support wherever it is needed. At the heart of the role is the opportunity to bring organisation, care and dependable follow-through to a wide range of business activities.
Reporting Relationships:
Sales Support and Analysis Manager
Key Accountabilities:
Executive support: Process Executive Team expenses accurately and on time, maintaining appropriate records and following relevant approval processes.
Travel coordination: Arrange UK and international travel, including flights, rail, accommodation, transfers, taxis and clear itineraries.
Meeting coordination: Schedule meetings, book rooms, coordinate attendees and arrange any required technology, refreshments or supporting materials.
Hospitality arrangements: Book restaurants, dinners and other hospitality requirements, taking account of timings, dietary needs and business priorities.
Customer visits: Coordinate customer and external visitor arrangements from initial request through to arrival, ensuring a professional and welcoming experience.
Visit logistics: Arrange meeting rooms, catering, site access, transport and internal participation for customer visits and business events.
Minutes and actions: Take clear and accurate meeting minutes when required, record agreed actions and circulate notes promptly.
Information inbox: Monitor the general information inbox, respond where appropriate and ensure enquiries are directed to the correct internal team or resource.
Customer guidance: Help customers and external contacts navigate the organisation, following enquiries through rather than simply forwarding them.
IP administration: Support Intellectual Property administration, including maintaining records for patents, trademarks, key dates, renewals and related documentation.
Stakeholder coordination: Liaise with internal stakeholders and external IP providers, travel partners, venues and other suppliers as required.
Records and confidentiality: Maintain accurate filing and documentation while handling commercially sensitive, personal and confidential information appropriately.
Person Specification:
Highly organised: You plan ahead, manage competing priorities and keep accurate records without losing sight of important details.
Proactive and dependable: You take ownership, anticipate what is needed and follow tasks through to completion.
A confident communicator: You communicate clearly and professionally with senior leaders, colleagues, customers, visitors and external suppliers.
Customer focused: You enjoy helping people and take pride in providing a welcoming, responsive and practical service.
Discreet and trustworthy: You handle confidential information, Executive Team matters and commercially sensitive documentation with care.
Calm and adaptable: You respond positively to changing priorities and manage multiple requests in a busy environment.
Digitally confident: You are comfortable using Microsoft Outlook, Word, Excel, PowerPoint and Teams, and can learn new business systems quickly.
Detail focused: You check travel, expenses, meeting arrangements, records and written communications carefully for accuracy.
Experience and Qualifications:
Previous experience in administration, business support, customer service, office coordination or executive support would be beneficial. A positive attitude and willingness to learn are equally important.
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