Business Support Coordinator

Since its establishment in 1888, the Sumitomo Heavy Industries Group (SHI) has worked to tackle the problems faced by customers and society by providing products and services as an integrated manufacturing company. You will find our solutions in industrial situations, such as shipyards, automobile factories, and semiconductor factories, but as well in daily life, such as households, hospitals, elevators, and escalators.

The strengths of our Group lie in our people, and their diverse technological, management, and organizational capabilities that we have built up over the course of our extensive history. We will continue to draw on these strengths as sources of greater competitiveness and strive to achieve further growth in the future.

Our European Headquarters is supporting around 60 businesses managed and operating across all four SHI segments: Mechatronics, Industrial Machinery, Logistics and Construction, and Energy and Lifeline.

Purpose

The Business Support Coordinator is responsible for the administration and office management of Sumitomo Heavy Industries (Europe) B.V.

The Business Support Coordinator reports directly to the General Manager Finance and Administration of Sumitomo Heavy Industries (Europe).

Responsibilities

• Office Management:
  • Oversee daily office operations, ensuring a well-maintained, clean, and organized work environment.
  • Manage office supplies inventory, including ordering and stocking.
  • Coordinate and oversee office equipment maintenance (e.g., printers, copiers, coffee machines).
  • Manage incoming and outgoing mail, packages, and deliveries.
  • Implement and maintain efficient filing systems (physical and digital).
  • Manage office security protocols (e.g. office key, visitor logs).
  • Coordinate office moves, renovations, or reconfigurations as required.
• Front Desk & Visitors Services:
  • Act as the primary point of contact for visitors, clients, and vendors, providing a welcoming and professional first impression.
  • Manage reception area, ensuring it is tidy and presentable.
  • Answer and direct incoming phone calls and emails.
  • Schedule and prepare meeting rooms, including setting up AV equipment, refreshments and visitor’s Wi-fi.
• Vendor Management:
  • Liaise with vendors and service providers (e.g., cleaning services, IT support, catering) to ensure high-quality service and cost-effectiveness.
  • Negotiate contracts and manage relationships with office-related suppliers.
  • Process invoices and track payments for office services.
• Administrative Support:
  • Provide administrative support to senior management team and various departments as needed (e.g., scheduling appointments, preparing presentations, drafting correspondence).
  • Assist with travel arrangements and expense reporting for staff.
  • Coordinate company events, meetings, and social gatherings (e.g., holiday parties, team lunches).
  • Manage company-wide communications related to office operations.
• Human Resources Support (Optional, depending on company structure):
  • Assist with onboarding new employees (e.g., preparing workstations, setting up IT access, providing office orientation).
  • Support HR in various administrative tasks as needed.
• Budget Management:
  • Assist in managing the office budget, tracking expenses, and identifying cost-saving opportunities.
  • Reconcile office-related invoices and prepare reports.
• Account payable management:
  • Invoice Processing
  • Payment Processing.
  • Vendor Management
  • Reconciliations & Reporting
  • Process Improvement
  • Assist accounting team on monthly/quarterly closing

Requirements

• Open and positive personality
• Well-developed interpersonal and communication skills
• Team player
• Discrete and proactive
• International mindset
• Working knowledge of MS Office
• Strong analytical skills, having an ability to analyze, refine, summarize, and clearly present data and information
• Excellent command of English (verbal and written)
• Bachelor degree accounting, office management or similar
• Minimum 5 years of experience in administrative support or management assistant

Internal & external contacts

The Business Support Coordinator reports directly to the General Manager Finance and Administration of Sumitomo Heavy Industries (Europe).

Internal contacts

• Sumitomo Heavy Industries (Europe) team
• Local Finance teams
• SHI colleagues

External contacts

• Suppliers
• Visitors

Brand:

SHI Europe

Company: