Job Description

The North East Business and Innovation Centre is an established, not for profit enterprise agency and offers a range of business support and property services throughout the North East region. Working with a broad range of clients from aspiring entrepreneurs to public sector bodies, the BIC is dedicated to supporting an entrepreneurial culture in the region.

We are seeking to appoint a highly motivated individual with a proven track record in Customer Service. Working as part of a busy team within the North East Business & Innovation Centre this is a varied role. The North East BIC is a busy environment offering serviced business premises, conference facilities and business support to the 140 companies on site.

The successful candidate will be responsible for contributing to the smooth running of the department and to support the wider team.

Job Purpose

To provide full administrative support throughout the tenancy lifecycle--including onboarding, active tenancy, and exit of all office, lab, and virtual agreements. The role requires accurate financial processing, systems management and tenant liaison, in line with organisational standards. The postholder will also be expected to cover the Facilities Administrator role during periods of holiday and sickness.

Key Responsibilities

1. Tenancy Agreement Administration

Manage end-to-end tenancy processes for new, ongoing, and vacating tenants. Coordinate offer letters, tenancy/licence agreements (including virtual), and ensure timely execution via electronic or hard copy methods. Conduct credit checks and validate financial documentation (e.g. direct debits, business plans, ID verification). Input, update, and maintain tenant records and tenancy lifecycle stages on PMS systems. Support licence renewals and tenancy agreement supersede processes.

2. Financial Coordination

Collate and validate financial evidence for all tenancies. Prepare and submit sales requisitions to Finance for invoicing: bonds, legal/admin fees, rent, and water charges. Monitor payments, follow up on outstanding balances, and coordinate bond returns. Ensure all financial records support audit requirements.

3. Tenant Lifecycle Support

Serve as primary liaison for tenants during onboarding, mid-tenancy updates, and exit. Organise full induction processes, including coordination with IT and Facilities for telecom, Wi-Fi, and workspace setup. Communicate changes (new tenants, moves, vacates) to internal teams. Update signage, door entry labels, and post services as needed. Maintain and archive records appropriately post-vacation. To attain networking events and promote office space and the BIC. Prepare and email available premises list monthly. Input monthly rental/tenant services charges.

4. Systems & Reporting

Maintain accurate tenancy data across PMS and supporting systems. Set task reminders for renewals, reviews, and tenancy milestones. Generate and compile occupancy reports and other statistical documentation. Ensure timely updates to tenant whiteboards, rent spreadsheets, and archive systems. Input tenancy data to additional BIC buildings. Review enquiries up to 6-months and contact and reopen or close. Follow up enquiries within 10 days of initial contact.

5. Cross-Departmental & General Administration

Liaise with Facilities, Finance, Reception, IT Helpdesk, and Marketing to ensure smooth tenancy operations. Distribute tenant updates and changes across departments. Provide general administrative support across the Property Services team as required. Cover departmental responsibilities during holidays and absences.

6. Facilities Administrator Cover (Holiday & Sickness)

Provide temporary cover for the Facilities Administrator, undertaking core responsibilities including: Coordination of building access, keys, and security fobs. Liaising with external contractors and internal staff for maintenance scheduling. Monitoring and updating facilities logs, signage, and post handling. Supporting facilities-related enquiries from tenants and visitors. Managing general office supplies and facilities administration during coverage periods.

7. Receptionist / Room Hire Coordinator

Provide temporary cover for the Receptionist/Room Hire Coordinator, undertaking core responsibilities including: Operate the main reception desk, meet and greet visitors. Manage incoming and outgoing mail. Manage room hire bookings. Ensure where possible all rooms are replenished for the following day

Key Relationships

Internal: Assistant Manager, Facilities, Finance, Reception, IT Helpdesk, Marketing External: Tenants, Solicitors, Contractors, Property Brokers

Essential Skills & Experience

Proven administrative and organisational capabilities High attention to detail and numerical accuracy Competence with Microsoft Office and internal systems (Excel, databases) Understanding of tenancy, licence, or facilities processes (preferred) Strong interpersonal and communication skills Ability to work independently and manage multiple priorities Flexibility to support cross-functional roles when required Flexibility to network. Assisting the department to achieve all KPI targets. Training - expected ongoing progression/training.

Compliance & Audit

Ensure that all tenancy and facilities procedures are carried out in accordance with internal standards. Maintain audit-ready documentation and system records for internal and external review.

For further details of the vacancy or to send a CV and covering letter please email:

jacqui.danks@ne-bic.co.uk

Deadline for completed applications: Thursday 4th September 2025

Job Types: Full-time, Permanent

Pay: From 24,434.80 per year

Benefits:

Canteen Company pension Free parking On-site parking Private medical insurance
Language:

English (preferred)
Work Location: In person

Application deadline: 04/09/2025
Reference ID: JD/SA