Data Entry & System Administration

Department Overview

This is primarily a data input and records administration role supporting the Acquisitions team across the UK & Ireland. The role is centered on the accurate entry, checking, and maintenance of acquisitions purchase order requests within defined systems and processes.

The position is best suited to someone who is comfortable spending the majority of their time following set procedures, and working independently on assigned tasks, while being part of an office-based team supporting colleagues across the UK & Ireland.  With an expectation to be in the office three days per week and to proactively chase the wider team for updates and information when required to ensure information is complete, correct, and up to date.

In addition, the role also provides general administrative support to the Acquisitions team. This includes assisting with document preparation, maintaining organised filing systems, and supporting day-to-day administrative tasks to ensure the smooth running of team activities. The position requires a proactive approach to supporting colleagues, managing routine administration efficiently, and ensuring all information is accurately recorded and easily accessible.

Duties

Data Entry & System Administration (Primary Focus)

• Carry out daily data entry of property, project, and financial information into internal systems
• Update existing records to reflect changes, ensuring accuracy and completeness
• Perform regular checks to identify missing, inconsistent, or incorrect data
• Upload and manage documents in line with strict filing and naming conventions
• Maintain orderly system records and version control
• Support general administrative tasks such as maintaining team trackers, logs, and shared folders
• Carry out routine administrative updates to support accurate record keeping

Financial & Invoice Data Processing

• Enter supplier, invoice, and purchase order data accurately into finance and procurement systems
• Check invoice data against approvals and system requirements before processing
• Monitor records to ensure costs are captured correctly and consistently
• Escalate data issues or discrepancies in line with agreed processes
• Provide administrative support in preparing documentation for approvals and payments
• Assist with organising and tracking financial paperwork, ensuring clear audit trails

Compliance & Governance Administration

• Ensure all data and documents meet internal governance and audit standards
• Maintain audit-ready records through consistent and methodical data handling
• Follow established procedures for approvals, data changes, and record retention

Routine Data Outputs

• Produce standard data extracts when requested using existing system functionality
• Ensure datasets are clean and complete for downstream use by other teams
• Support ad hoc administrative requests from the team, including compiling information and documentation
  
  

What This Role Is

• A task-driven, administrative role with a strong emphasis on accuracy
• Focused on maintaining reliable data rather than managing people or projects
• Suited to candidates who prefer structured work and clearly defined processes

Qualifications

What We’re Looking For

• Ideally previous experience in data entry, records administration, or similar roles
• Strong attention to detail and accuracy
• Comfortable working independently with the confidence to proactively follow up with wider team members across the UK & Ireland
• Strong interest in maintaining high-quality data
• Proactive attitude to solving system errors with Technology team when they arise
• Excellent organisational skills with a structured approach to handling and prioritising administrative tasks
  
  

Preferred:

• Experience using finance and procurement systems
• Background in property, construction, or asset-related administration (helpful but not essential)