Commercial Administrative Assistant

MWH Treatment Limited; Barking; On-site; GBP 23,000 - 31,000; Full time

Job summary

MWH Treatment Limited in Barking is seeking a Commercial Administrative Assistant to provide comprehensive admin and commercial support to the Commercial Team, ensuring accurate administration of project financial information, payments, reporting and systems.

You will support Quantity Surveyors and Commercial Managers across multiple projects, maintain records, assist with month-end reporting and ensure confidentiality of data.

Qualifications

• Proven experience in commercial administration or project administration.
• Strong IT skills with Microsoft Excel, Word and Outlook.
• Excellent attention to detail and accuracy.
• Strong organisational and time management skills.
• Ability to manage multiple tasks and work to strict deadlines.
• Strong communication and interpersonal skills.
• Ability to work effectively within a team environment.
• Experience handling confidential financial and commercial information.

Responsibilities

• Provide administrative support to Quantity Surveyors, Senior Quantity Surveyors and Commercial Managers across multiple projects.
• Maintain accurate commercial records and ensure all documentation is filed in accordance with company procedures.
• Assist in the preparation and distribution of commercial reports, schedules and project information.
• Support month-end commercial reporting activities and associated financial processes.
• Set up new projects within the IFS ERP system and process payments and VO uplifts.
• Manage monthly application rollovers and maintain cost, value and commitment data.
• Prepare and process client sales applications and maintain project valuation records.
• Generate and distribute the monthly SUB09 Uncertified Payments Report.
• Support subcontractor payment administration and reconciliation of information.
• Produce weekly project transaction reports and distribute to project teams.

Skills

Attention to detail

Time management

Organisational skills

Communication skills

Teamwork

Problem solving

Tools

IFS ERP

Excel

Word

Outlook

PowerPoint

Job description

MWH Treatment are currently looking for a Commercial Administrative Assistant to provide comprehensive administrative and commercial support to the Commercial Team, ensuring the accurate administration of project financial information, payment processes, reporting, and commercial systems. The role supports Quantity Surveyors and Commercial Managers with the effective management of project costs, applications, payments, and commercial records to enable successful project delivery.

Key Responsibilities

Commercial Administration

• Provide administrative support to Quantity Surveyors, Senior Quantity Surveyors and Commercial Managers across multiple projects.

• Maintain accurate commercial records and ensure all documentation is filed in accordance with company procedures.

• Assist in the preparation and distribution of commercial reports, schedules and project information.

• Support month-end commercial reporting activities and associated financial processes.

Financial Systems Administration (IFS)

• Set up new projects within the IFS ERP system, ensuring all project information is correctly established.

• Process and administer payments through IFS in accordance with company procedures and deadlines.

• Process Value Order (VO) uplifts and ensure system records remain accurate and up to date.

• Manage monthly application rollovers within IFS.

• Support the Commercial Team in maintaining accurate cost, value and commitment data.

Applications and Payment Administration

• Prepare and process client sales applications in support of the commercial team.

• Produce and maintain records relating to project valuations and payment applications.

• Generate and distribute the monthly SUB09 Uncertified Payments Report.

• Support subcontractor payment administration and tracking activities.

• Assist with the reconciliation of commercial payment information.

Commercial Reporting

• Produce weekly project transaction reports and distribute to project teams.

• Generate and distribute FIN03 reports and other commercial reports as required.

• Process and maintain cost journals, ensuring costs are allocated accurately to projects.

• Support project cost reporting and data analysis activities.

• Assist with commercial audits and reporting requirements.

Document and Data Management

• Download and maintain monthly invoice records for project audit and backup purposes.

• Ensure all commercial and financial data is maintained accurately and confidentially.

• Maintain electronic filing systems and reporting databases.

• Ensure accurate entry and validation of information within company systems.

General Administration

• Organise meetings, prepare reports and provide administrative support as required.

• Assist with onboarding and project mobilisation activities.

• Support continuous improvement initiatives within the commercial function.

• Undertake any other duties appropriate to the role.

Key Relationships

Internal

• Commercial Manager
• Quantity Surveyors
• Senior Quantity Surveyors
• Project Managers
• Finance Team
• Procurement Team
• Project Delivery Teams

External

• Clients
• Subcontractors
• Suppliers
• Consultants

Essential

• Essential Previous experience in a Commercial Administration, Finance Administration or Project Administration role.
• Strong IT skills, particularly Microsoft Excel, Word and Outlook.
• Excellent attention to detail and accuracy.
• Strong organisational and time management skills.
• Ability to manage multiple tasks and work to strict deadlines.
• Strong communication and interpersonal skills.
• Ability to work effectively within a team environment.
• Experience handling confidential financial and commercial information.

Desirable

• Previous experience working within the construction, infrastructure or engineering sectors.
• Experience using IFS ERP systems.
• Understanding of commercial and quantity surveying processes.
• Knowledge of construction payment applications and cost reporting.
• Experience supporting month-end financial reporting activities.

Personal Attributes

• Proactive and self-motivated.
• Well organised and methodical.
• Strong numerical and analytical skills.
• Professional and dependable.
• Positive and collaborative approach.
• Flexible and adaptable to changing business priorities.