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Job Title: Commercial Administrator
Reporting to: Managing Quantity Surveyor
Role Purpose
The purpose of this role is to provide commercial and administrative support across the Business Unit/ Project. The Commercial Administrator will assist in the effective administration of commercial activities, ensuring that project documentation, contractual records, commercial reporting and financial processes are maintained accurately and efficiently. The role involves working closely with QS’s, Project Managers, Finance teams, Procurement teams and other support functions to support the successful commercial delivery of projects and business objectives. The jobholder will contribute to the continuous improvement of commercial processes, procedures and reporting systems through flexibility and adaptability to meet business requirements.
Responsibilities & Duties
- Provide day-to-day administrative support to the Project Team.
- Maintain accurate project records, commercial documentation and contract files.
- Assist with the preparation, compilation and administration of contracts, plant and resource allocations, subcontracts, purchase orders and associated commercial documentation.
- Monitor contractual documentation to ensure completeness and compliance with company procedures.
- Assist in the preparation and maintenance of project cost reports, forecasts and commercial dashboards.
- Help maintain accurate records of project variations, applications and valuations.
- Collect, compile and analyse commercial data from multiple sources.
- Support the processing, verification and administration of supplier and subcontractor invoices.
- Liaise with Project Managers, Commercial Managers, Procurement teams, Finance teams, suppliers and subcontractors.
- Ensure compliance with company policies, procedures and governance requirements.
- Support internal and external audits through the provision of accurate records and documentation.
- Maintain confidentiality of commercially sensitive information.
- Identify opportunities to improve administrative efficiency and commercial processes.
- Prepare meeting minutes, presentations, reports and correspondence as required.
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Governance
Interfaces and relationships with key stakeholders:
- Commercial Manager
- Business Unit General Manager
- Project Managers
- Quantity Surveyors
- Procurement Team
- Finance Team
- Business Unit Teams
- Support Function Teams
- Suppliers and Subcontractors
- VINCI Energies Pole
Person Specification
Qualifications and Experience
The ideal candidate will have previous experience in a commercial, project administration or business support role. Experience within construction, engineering, utilities, infrastructure or a project-based environment would be advantageous. The successful candidate will be highly organised, detail-oriented and capable of managing multiple tasks while working to deadlines.
Competencies
Required Skills, Knowledge and Abilities:
- Minimum of 2 years experience in an administrative, commercial, project support or finance-related role.
- Experience working with commercial documentation, reporting and project administration.
- Good understanding of project environments and commercial processes.
- Good standard of educational attainment including GCSE English and Mathematics.
- Strong IT skills including Microsoft Excel, Word, Outlook and PowerPoint.
- Experience using ERP, finance, procurement or project management systems would be advantageous.
- Excellent organisational skills with strong attention to detail and accuracy.
- Effective verbal and written communication skills.
- Ability to work independently and manage competing priorities.
- Strong interpersonal skills and ability to work collaboratively across departments.
- Ability to maintain confidentiality and exercise discretion with sensitive information.
- Positive and proactive approach with a willingness to learn and develop.
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Values
- Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
- Trust & Empowerment – able to manage responsibilities effectively and work independently while maintaining accountability.
- Integrity & Responsibility – demonstrates professionalism, accuracy and ownership of work to achieve high-quality outcomes.
- Innovation & Entrepreneurship – continually seeks opportunities to improve processes, efficiency and business performance.
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