Careers

Commercial Administrator

Purpose:

To provide administrative and operational support to the Commercial team, ensuring the efficient management of commercial documentation, project records, reporting, compliance processes, and customer communications.

The Commercial Administrator will play a key role in maintaining accurate data, supporting commercial governance, and helping ensure that commercial processes are followed consistently throughout the project lifecycle.

Experience, Qualifications & Person Spec:

• Previous administration experience in a commercial, construction, engineering, manufacturing or project-based environment.
• Strong organisational and time management skills.
• Excellent attention to detail.
• Proficient in Microsoft Office, particularly Excel, Word, Outlook and Teams.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Experience maintaining accurate records and databases.
• Desirable
• Previous experience supporting Quantity Surveyors or Commercial Teams.
• Understanding of contract administration and commercial processes.
• Familiarity with ERP, project management or document management systems.

Principle Accountabilities

Commercial Administration

• Provide administrative support to the Commercial Team across multiple projects.
• Create, maintain and manage project files and commercial records.
• Ensure all commercial documentation is accurately stored within company systems.
• Maintain distribution lists, filing systems and document registers.
• Support the preparation and issue of commercial correspondence.
• Assist in the administration of contract documentation, notices and project records.

Project Support

• Assist with maintenance of project information within company systems.
• Monitor project administration requirements and escalate outstanding actions.
• Support the production of project reporting packs and dashboards.
• Assist with the administration of Early Works Orders (EWOs), quotations and contract documentation.
• Supporting commercial team in the hire phase with applications and invoices for payment

Commercial Governance & Compliance

• Maintain registers for:
  o Non-Disclosure Agreements (NDAs)
  o Supplier Agreements and Letters (SALs)
  o Customer Contracts
  o Collateral Warranties
  o Bonds and Guarantees
• Ensure commercial governance processes are followed.
•  Support commercial audits and compliance reviews.

Financial & Reporting Support

• Assist with the preparation of commercial reports and KPI dashboards.
• Support the Commercial Analyst Prepare data for monthly reporting requirements.
• Validate and reconcile commercial information between systems where required.
• Support invoice, scwo and purchase order administration activities.
• Act as a key point of contact for administrative queries relating to commercial processes.
• Support the implementation of new procedures, templates and governance controls.
• Assist in developing standardised documentation and best practice guidance.
• Contribute to process improvement initiatives across the commercial function.