Salus Services Ltd
Business Support Manager
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About Salus
Salus Services (N.W.) Ltd is a North West project services consultancy supporting clients across aviation, construction and infrastructure. We are a small, collaborative team delivering work for a varied client base. As the business grows, reliable coordination and clear communication help our people and projects run smoothly.
About the Role
We are looking for an organised, proactive Business Support Manager to support our people, clients and senior team.
You will take ownership of day-to-day business support across administration, finance coordination, staff administration, bids and marketing content. You will help maintain clear, reliable processes and make sure information, documents and deadlines are well managed.
The role is primarily home-based, with occasional attendance at our Manchester city centre office for meetings or business needs. You will need to be confident organising your own workload and communicating with colleagues and clients remotely.
Key Responsibilities
Business Administration and Communication
- Manage the company inbox, respond to routine enquiries and direct other queries to the right person.
- Answer incoming calls and support clear communication between colleagues, clients and suppliers.
- Maintain the company’s calendars, arrange meetings and coordinate follow-up actions.
- Keep business records and shared files organised using SharePoint and Microsoft 365.
- Track routine renewals, memberships and other key dates.
- Support senior colleagues with general business administration and operational tasks.
Finance Coordination
- Prepare and issue monthly client invoices in line with the invoicing schedule.
- Monitor information and timesheets needed for invoicing, follow up on late submissions and raise any delays that may affect billing.
- Track outstanding invoices and proactively follow up with clients on overdue payments.
- Reconcile company bank transactions in Xero and check payments against GoCardless.
- Monitor overpayments and liaise with clients or the accounts team to resolve them.
- Coordinate with the external payroll provider, supplying accurate information by agreed deadlines and resolving queries about payroll, starters, leavers, expenses and other changes.
- Remind staff of expense submission deadlines, check that claims are complete and follow up on late submissions.
- Track routine payments and renewals, referring approvals to the appropriate manager.
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People and Staff Administration
- Support the administration of new starters, including collecting employee information and arranging equipment or PPE.
- Maintain accurate staff records, including holidays, absences and expenses.
- Coordinate work-related travel bookings, including trains and hotels.
- Support communication and administration relating to the Employee Assistance Programme.
- Help review, update and circulate the Employee Handbook and other internal documents.
- Support consistent staff communications and the smooth running of internal processes.
Bid and Client Support
- Maintain bid and proposal calendars, deadlines and document folders.
- Coordinate bid administration, including gathering approved information, managing document versions and checking submission requirements.
- Follow up on outstanding proposals and record next steps.
- Support client administration, such as uploading documents to client portals and sending training materials to enrolled clients.
- Maintain and update company templates, forms and branded documents, ensuring they are current and presented consistently.
- Coordinate template updates with the relevant technical colleagues. Technical content will be provided or reviewed by the appropriate subject-matter expert.
Marketing and Company Content
- Coordinate the preparation and distribution of newsletters using Mailchimp, working with senior colleagues on the content.
- Prepare or update simple branded content and graphics using Canva.
- Make routine LinkedIn and website updates using approved content.
- Liaise with the company’s website and technical supplier when updates or changes are needed.
- Help organise networking events, including invitations, bookings, attendee information and follow-up.
Skills and Experience
Essential
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- Experience in a varied business administration, office support or coordination role.
- Strong organisation skills and the ability to manage deadlines and competing priorities.
- Good written and verbal communication, with confidence dealing professionally with clients and colleagues.
- Experience preparing invoices and handling routine finance administration.
- Confidence using Microsoft 365, particularly Outlook, Word, Excel, Teams and SharePoint.
- Experience using Xero or a similar accounting system.
- Good attention to detail and the ability to handle confidential information appropriately.
- Confidence working independently from home and keeping colleagues informed of progress.
Desirable
- Experience supporting bids, tenders or proposal submissions.
- Experience using Mailchimp, Canva or LinkedIn for business content.
- Experience updating website content or coordinating changes with a website supplier.
- Experience liaising with an external payroll provider.
- Experience in a consultancy, construction, aviation or professional services business.
About You
You are dependable, practical and comfortable taking ownership of a broad range of tasks. You notice when something needs following up, communicate early if a deadline is at risk, and take care to keep records and documents accurate. You enjoy helping a small team work effectively and are happy to improve processes as the business develops.
What Success Looks Like
- Invoices are prepared on schedule, required billing information is chased promptly, and overdue client payments are followed up.
- Staff submit expense claims on time and payroll information reaches the external provider accurately and by agreed deadlines.
- Colleagues and clients receive clear, timely responses.
- Business records and shared documents are accurate, organised and easy to find.
- Bid deadlines and follow-up actions are visible and well coordinated.
- Templates and company content are current, consistent and professionally presented.
- The senior team has confidence that business support tasks are being managed and that any issues are raised promptly.
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