Reporting to: Head of Administration and Business Systems

Location: Totton, Southampton

Hours: 40 hours per week


Business Overview

With over 50 years of experience, ICE is the UK’s largest independent provider of cleaning equipment. We manage thousands of sites across the UK in a wide variety of sectors including retail, healthcare, warehousing, manufacturing, distribution, and education. As well as supplying and servicing traditional cleaning equipment, we also have over a decade of experience in robotic floor cleaning machines. We are not only committed to a greener future through our own ESG strategy, but we also place the utmost focus on ensuring we offer products and services to customers that support their own sustainability goals and commitments.

At ICE we strive to encourage personal development and career progression, offering on-the-job training as well as support for professional qualifications for our employees. We are a fast-growing business and this position would suit someone who likes to hit the ground running and has a drive for success.


Role Overview

As a Business Systems Coordinator, you will be crucial in supporting our Business Systems department by managing administrative tasks, liaising with our external IT and telecoms partners, and ensuring the efficient operation of our internal reporting systems.  Working closely with the Head of Administration and Business Systems, you will contribute to hardware and software provision and maintenance, user training, and the development and maintenance of reports using tools such as Microsoft Power BI, SQL, and Sage 200.  This position requires a strong background in administration, excellent communication skills, and the ability to manage tasks independently.


Key Responsibilities and Accountabilities:

  • Provide administrative support to the Business Systems department, including data entry and maintenance tasks.
  • Liaise with external IT and telecoms partners to ensure the smooth operation and maintenance of hardware and software systems.
  • Manage the procurement, distribution, and setup of IT and telecoms devices.
  • Assist in the development of new reports and applications using Microsoft Excel, Microsoft Power BI and Sage 200
  • Generate and publish internal and customer reports.
  • Coordinate and conduct training sessions for new users on relevant systems and applications.
  • Monitor and support the functionality of company mobile devices, providing first-line support as needed.
  • Ensure timely and accurate completion of all assigned tasks, following through from start to finish.
  • Utilise SQL to extract insights and update systems as required.
  • Provide administration support to other business teams basis including data entry/maintenance tasks


Qualifications, Experience and Skills

  • English and Maths GCSE or equivalent, grade C or higher.
  • Proactive, self-motivated, and approachable demeanour.
  • Strong written and verbal communication skills.
  • Excellent organisational and administrative skills with a focus on detail-oriented task management.
  • Advanced proficiency in Microsoft Excel and Word applications (e.g., pivot tables, mail merge, lookup).
  • Good working knowledge of Microsoft operating systems.
  • Familiarity with android mobile device support and troubleshooting.
  • Basic understanding of database management and maintenance.
  • Experience in report writing using tools such as Microsoft Power BI or SQL (desirable but not essential).
  • Experience with SQL Sage 200 for financial reporting (desirable but not essential).


Equal Opportunities

Our company are an equal opportunities employer and welcome applications from all suitable, qualified persons regardless of their sex, marital status, disability, religion, race, nationality, ethnic origins or social background.

If you are successful and are invited to an interview, you should ensure that you bring with you to the interview the correct documentation to confirm your right to work in the UK e.g. your passport (current or expired) or birth certificate with a letter confirming your national insurance number.

Due to the large volume of applications received, we are unable to respond to every application. If you have not heard back from us within 14 days of your application, unfortunately, on this occasion, your application has been unsuccessful, but we would like to take this opportunity to wish you every success in your future job search.

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