Business Administrator Apprentice

Key Responsibilities:

- Invoicing & Financial Administration

- Raise and process customer invoices accurately and in a timely manner.

- Manage miscellaneous invoicing requirements across multiple departments.

- Ensure invoices are issued in line with company procedures and contractual agreements.

- Maintain accurate customer billing records and documentation.

- Assist with querying and resolving invoice discrepancies.

Credit Control & Payment Collection:

- Monitor customer accounts to ensure payments are received within agreed payment terms.

- Issue payment reminder emails and statements.

- Follow up on overdue accounts via telephone and email.

- Maintain detailed records of all credit control activities.

Account Reconciliation:

- Perform regular invoice reconciliations between internal systems and supplier portals.

- Reconcile Microsoft Azure invoices against customer billing records.

- Reconcile supplier invoices and statements from distributors, including Westcoast.

- Produce reconciliation reports as required.

- Renewals Management

- Manage Microsoft 365 renewal schedules and ensure customer subscriptions remain active.

Process and monitor Software Licenses and subscription renewals:

- Liaise with customers regarding upcoming renewals and licensing requirements.

- Maintain accurate records of renewal dates and contract information.

- Generate renewal quotations and communicate renewal options to customers where required.

Accounts Administration:

- Manage and maintain the Accounts Board, keep up to date with tickets

General Administrative Support:

- Help with Event management (ideas or booking these if Michelle is busy)

- Travel and Hotel bookings, help out with these bookings when required.

- List of items to be replaced, i.e bac wipes when these run out

- Equipment management, includes internal and any deliveries coming into the office. i.e laptops, etc.

Marketing & Communications Support:

- Assist with the planning, drafting and scheduling of social media content across company channels.

- Support the creation of LinkedIn posts, including company updates, service promotions, staff news, customer stories and event announcements.

- Help maintain a regular content calendar to ensure posts, campaigns and communications are consistent and timely.

- Assist with preparing and sending customer newsletters, including gathering content, formatting updates and coordinating approvals.

- Liaise with internal team members to collect marketing updates, project highlights, case studies and useful customer-facing content.

- Support basic proofreading and formatting of marketing communications to ensure they are professional, accurate and aligned with the company tone of voice.

- Help monitor engagement on social media and newsletters and share relevant feedback or enquiries with the appropriate team members.