Business Support Assistant

Your New Role…

As a Business Support Assistant, you will play a vital role in the day-to-day operations of a dynamic, client-focused Facilities and Projects department. Based at Warner Bros. Studios Leavesden (WBSL), you will support purchasing and invoicing processes, ensuring smooth financial operations and contributing to the delivery of exceptional service across the studio. The department is extremely client-centric, and the Business Support Assistant represents WBSL when communicating with all stakeholders, providing a first-rate experience whilst working and delivering services at the Studios. Please note this position requires a 40-hour work week, based in the office.

Your Role Accountabilities…

• Utilise SAP, Excel, and other WBD-approved systems daily.
• Generate Facilities department operational purchase orders, adhere to the agreed budget, and monitor monthly and annual spends to ensure they align with budgets.
• Maintain department billing records and accounts, assigning all costs to the relevant ledgers.
• Create ad hoc project purchase orders for both the local ‘in-house’ project team and the larger project teams within WBSL.
• Track invoices, reconciliation, month-end, and close-out support.
• Collaborate closely with the Facilities Business Support Coordinator to ensure all purchasing and invoicing is completed for month-end and all monies are accounted for.
• Engage with the WB finance team both in the UK and globally, nurturing good working relationships and becoming a valued team member to assist with new directives and best practices.
• Monitor the Facilities monthly and annual budget, cross-referencing the WBD system (SAP) to ensure supplier invoices are submitted and paid on time, and follow up with vendors if necessary.
• Procure Facilities equipment, uniforms, stock items, and other necessities, including sourcing products, arranging supplier show and tells, and building relationships with suppliers to ensure the best price, service, and delivery.
• Assist the Facilities Business Support Coordinator in managing monthly costs associated with third-party Planned Preventative Maintenance Works (PPMs), understanding the contracted budget and payment schemes for all 50+ contacts, and ensuring timely payments.
• Perform general administrative and office duties.
• Adapt to additional tasks as required in a fast-paced, dynamic environment.

Qualifications & Experience…

• Proficiency in Microsoft Excel, Word, Outlook, and SAP (or similar systems).
• Customer service experience and a proactive, detail-oriented approach.
• Full UK driving licence.
• Strong organisational, communication and interpersonal skills; comfortable working in cross-functional teams.
• Understand the requirement for a quick turnaround without compromising standards.
• Good research skills and experience in filing both hard and soft copy records for fast and efficient retrieval.
• Able to provide clear and concise instructions across all media platforms and follow up to ensure adherence.
• Highly self-motivated, enthusiastic, and capable of working independently to meet deadlines in a fast-paced environment.
• Responsible, reliable, positive, and patient attitude.

Onsite Working - This role is advertised as Onsite, meaning all working hours and days (regardless of shift pattern) will be carried out at the place of work. Subject to any applicable laws, WBD / your Line Manager reserves the right to change this working agreement, where this is essential to business needs and upon reasonable notice to you.