Commercial Administrator

Boden Group
Job Title: Commercial Administrator
Salary: £30,000-£34,000
Location: London
Permanent

Main Purpose:

To assist the Regional Commercial Manager in providing commercial support to various FM contracts and ensure timely collation and delivery of financial information to meet the company s accounting timetable.

A key aspect of this role is to specifically assist with the commercial administration of FM contracts and to work with the commercial team to assist with monitoring and performance reporting of the Business Unit.

Responsibilities:

Billing

• Raising monthly fixed sales invoices to clients across all contracts
• Assist in the creation of monthly reactive sales applications by ensuring all relevant backup material is available across all contracts. This may include tasks such as;
  • Liaise with Subcontractors to chase service sheets, invoices and credits as required.
  • Ensuring any missing labour times are populated as required
  • Saving any backup in the designated one drives/ sharepoint/ zip files for later access by the client
• Chasing payment from clients and feeding back to the Finance team
• Raising ad-hoc/ Reactive invoices as required

Purchasing

• Raising purchase orders for materials/ subcontractors to assist the operations team as required.
• Conducting mini competitive tenders for Planned Maintenance Orders to ensure best price and value for money to the business
• Completing Tender summaries for the commercial team to review to allow orders to be placed in a timely manner
• Ensure accurate Schedule A s (list of equipment being serviced)
• Checking list of expiring contractors and liaising with Business Support Team Leader to ensure key contractors have been approached

Ad-hoc duties

• Assist in the management of aged purchase orders to reduce the risk to the business
• Assist with any outstanding items on the Aged debt report and providing updates as required to the credit control team
• Resolve unbilled items
• Assist Business Development Manager in bid costing as required
• Liaise with the Purchase Ledger Team in the approval of outstanding purchase invoices
• Vendor approval process

Essential Knowledge, Skills and Experience

• Commercial administration experience
• Excellent Microsoft Excel knowledge
• The ability to understand policies and procedures
• Ability to collate reports, analyse data and produce concise business and risk reports
• Excellent communicator at all levels
• Experience of planning and progressing work, following processes and procedures with minimum referral to senior management
• Willingness to learn management skills
• Ability to work in a high paced environment