Commercial Administrative Assistant/Office Manager

MWH Treatment; Ware; On-site; GBP 28,000 - 36,000; Full time

Job summary

MWH Treatment in the United Kingdom seeks a Commercial Administrative Assistant & Office Manager to provide comprehensive admin and commercial support across multiple projects. You will help manage project costs, payments and reporting while assisting senior leaders and surveyors.

You will be responsible for maintaining commercial records, processing payments in IFS, generating reports and ensuring confidential data is handled with integrity.

Qualifications

• Previous experience in a Commercial Administration, Finance Administration or Project Administration role.
• Strong IT skills, particularly Excel, Word and Outlook.
• Excellent attention to detail and accuracy.
• Strong organisational and time management skills.
• Ability to manage multiple tasks and deadlines.
• Strong communication and interpersonal skills.
• 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, ensuring all project information is correctly established.
• Process and administer payments through IFS in accordance with company procedures and deadlines.
• Process Value Order 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.
• 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.
• 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.
• Download and maintain monthly invoice records for project audit and backup purposes.
• 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.

Skills

Organisational skills

Communication skills

Team collaboration

Attention to detail

Time management

Numerical/financial literacy

Tools

Excel

Word

Outlook

IFS ERP

Job description

MWH Treatment are currently looking for a Commercial Administrative Assistant & Office Manager to provide comprehensive administrative and commercial support to the Commercial ensuring theaccurateadministration 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.As the Office Manager provide administrative support to the Senior Project Manager & Managing Quantity Surveyor.

Key Responsibilities

Commercial Administration

• Provide administrative support to Quantity Surveyors, Senior Quantity Surveyors and Commercial Managers across multiple projects.
• Maintainaccuratecommercial records and ensure all documentation is filedin accordance withcompany procedures.
• Assistin the preparation and distribution of commercial reports,schedulesand 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 correctlyestablished.
• Process and administer payments through IFSin accordance withcompany procedures and deadlines.
• Process Value Order (VO) uplifts and ensure system recordsremainaccurateand up to date.
• Manage monthly application rollovers within IFS.
• Support the Commercial Team inmaintainingaccuratecost,valueand commitment data.

Applications and Payment Administration

• Prepare and process client sales applications in support of the commercial team.
• Produce andmaintainrecords relating to project valuations and payment applications.
• Generate and distribute the monthly SUB09 Uncertified Payments Report.
• Support subcontractor payment administration and tracking activities.
• Assistwith 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 asrequired.
• Process andmaintaincost journals, ensuring costs areallocatedaccurately to projects.
• Support project cost reporting and data analysis activities.
• Assistwith commercial audits and reporting requirements.

Document and Data Management

• Download andmaintainmonthly invoice records for project audit and backup purposes.

Office Administration

• Management of office premises, facilities and administration services ensuring the smooth, safe and efficient running and operation of the office.
• Promote office initiatives, communications and fundraising events
• Develop, manage online and manual filing systems
• Carry out relevant administration tasks ensuring compliance with BMS and document management systems.
• Support and assist nominated Senior Leaders in MWHT
• Maintain a positive and solution oriented approach to work, providing open and honest feedback.
• Undertake such other duties, training and/or hours of work as may be reasonably required and which are consistent with the general level of responsibility of this role
• In all internal and external contact, present a professional and positive image of the department and MWH Treatment and Thames Water as well as maintaining mutually constructive, positive and beneficial relationships.
• Take all reasonable steps to ensure appropriate confidentiality.
• Ensure all commercial and financial data ismaintainedaccurately and confidentially.
• Maintain electronic filing systems and reporting databases.
• Ensureaccurateentry and validation of information within company systems.

General Administration

• Organise meetings, prepare reports and provide administrative support asrequired.
• Assistwith onboarding and project mobilisation activities.
• Support continuous improvement initiatives within the commercial function.
• Undertake any other dutiesappropriate tothe 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

• 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.