VINCI Facilities
Commercial Assistant
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Commercial Assistant Location: RAF Northolt, West London Permanent, Full Time
We are seeking a highly organised and detail-oriented Commercial Assistant to join our team supporting a high-profile Ministry of Defence (MoD) Facilities Management contract. Based at RAF Northolt, this is an excellent opportunity for someone looking to develop a long-term career within commercial management, quantity surveying, or finance.
Working closely with Commercial Managers, Quantity Surveyors and operational teams, you will play a key role in supporting subcontractor management, financial administration, billing processes and commercial reporting across the contract.
This role offers a clear career path into Quantity Surveying, Commercial Management and wider commercial leadership roles for ambitious individuals looking to grow within a successful and expanding business.
The Role
As a Commercial Assistant, you will provide essential support to the commercial team, ensuring accurate financial administration, subcontractor management and reporting processes are maintained.
You will be involved in:
- Accounts payable administration
- Reviewing subcontractor applications for payment
- Raising invoices and supporting client billing
- Processing subcontractor invoices
- Supporting month-end activities
- Financial data analysis and reporting
- Maintaining commercial records and documentation
- Assisting with contract administration and compliance
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Key Responsibilities
Commercial & Financial Administration
- Process and review subcontractor invoices and applications for payment.
- Raise client invoices and support billing activities across the contract.
- Assist with accounts payable processes and supplier payment administration.
- Support the management of Work in Progress (WIP) and financial reporting.
- Assist in the preparation and review of monthly Cost Value Reconciliation (CVR) reports.
- Monitor commercial data and identify discrepancies or trends for further investigation.
- Provide administrative support for month-end reporting and financial reconciliations.
Subcontractor & Supply Chain Support
- Assist in the preparation and administration of subcontract agreements.
- Support subcontractor onboarding and documentation processes.
- Coordinate subcontractor performance and commercial review meetings.
- Ensure accurate records are maintained to support contract compliance and payment processes.
- Liaise with suppliers and subcontractors regarding invoice queries and commercial documentation.
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Systems & Reporting
- Use SAP and SAP Connect to manage commercial and financial transactions.
- Utilise Maximo to support job tracking and asset management activities.
- Produce reports and analyse commercial data using Microsoft Excel.
- Maintain accurate records in line with audit, compliance and contractual requirements.
- Support the preparation of internal and client-facing reports and presentations.
What We're Looking For
- Previous experience in a commercial, finance, accounts payable, billing or administrative support role.
- Strong Microsoft Excel skills, including:
- Pivot Tables
- VLOOKUPs
- Data analysis and reporting
- Excellent organisational skills with a methodical approach to work.
- High level of accuracy and attention to detail.
- Strong communication and stakeholder management skills.
- Ability to work collaboratively across operational and commercial teams.
- Positive attitude and willingness to learn within a commercial environment.
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