Commercial Administrator

Virgin Active & KAUAI; Greater London; On-site; GBP 28,000 - 30,000; Full time

Benefits offered by this job

25 days annual leave

Pension options

Complimentary Virgin Active membership

Private Dental and Healthcare

Life Assurance

Member discounts

Salary Finance access

Mental health support

Corporate letting services

ePoints discounts

Job summary

Virgin Active is seeking a Commercial Administrator to join the Commercial Team. The role supports sales validation, referral processing and membership offers while safeguarding accuracy across commissions and transactions. 40-hour weeks, based at the Support Office.

You will work with multiple stakeholders to resolve member and sales queries promptly and fairly, maintaining audit trails and data-protection compliance.

Qualifications

• Experience in administration, sales support, finance operations or accuracy-critical environments.
• Strong eye for detail and numerical accuracy.
• Proficiency with Excel and business systems; Dynamics/Exerp advantageous.
• Clear written and verbal communication.

Responsibilities

• Own the day-to-day validation of sales activity and ensure records are complete and ready for commission processing.
• Review exceptions and investigate discrepancies with relevant teams; escalate before cut-off dates.
• Coordinate monthly referral process; validate submissions and upload into Dynamics and Exerp.
• Apply authorised retrospective membership offers following approved processes.
• Process approved sales-related credits in Exerp with full audit trail.
• Maintain trackers and audit trails; provide regular updates on volumes and issues.
• Collaborate with Customer Experience, Data, Commercial, Finance and clubs to ensure clean hand-offs.
• Handle queries and balance daily work with monthly deadlines; protect data confidentiality.

Skills

Attention to detail

Data accuracy

Numeracy

Written English

Verbal communication

Organizational skills

Discretion

Problem solving

Tools

Excel

Microsoft Dynamics

Exerp

Job description

As we evolve into Social Wellness Clubs, we are creating spaces and experiences that support every aspect of our members’ physical, mental, nutritional and social wellbeing. By bringing together expert guidance, genuine community, personalised experiences and innovative technology, we make wellness feel accessible, welcoming and easy to navigate. Virgin Active is committed to recruiting the finest people who share our passion for creating exceptional experiences and delivering world-class service every day.We are looking for a Commercial Administrator to join our Commercial Team.

Role Type: Permanent

Number of hours: 40

The Commercial Administrator is accountable for providing accurate, consistent administration across sales validation, referral processing, membership offers and sales-related credits.By bringing these activities into one central point, you will protect the accuracy of sales commissions, create clear oversight of every transaction and help colleagues resolve member and sales queries quickly and fairly.

The Role:

• Own the day-to-day validation of sales activity, checking that records are complete, accurate and ready for commission processing.
• Review exceptions and investigate discrepancies with the relevant teams, resolving or escalating issues before agreed cut-off dates.
• Coordinate the monthly referral process, validate submissions and upload approved referral information into Microsoft Dynamics and exerp.
• Apply authorised retrospective membership offers where an error has been confirmed, following the agreed approval process.
• Process approved sales-related credits in Exerp and maintain a clear record of the request, evidence, approval and outcome.
• Maintain accurate trackers and audit trails, producing regular updates on volumes, exceptions, turnaround times and recurring issues.
• Work closely with Customer Experience, Data, Commercial, Finance and club teams to create clear hand-offs and consistent ways of working.
• Manage incoming queries, balance daily activity with monthly deadlines and keep stakeholders informed of progress.
• Handle member, colleague and commercial information responsibly, following data-protection requirements and internal controls.
• Identify practical opportunities to simplify processes, reduce repeat errors and improve the experience for members and colleagues

Who We’re Looking For

• Experience in administration, sales support, finance operations, data processing or another accuracy-critical environment.
• A strong eye for detail, confidence working with numbers and a methodical approach to checking information.
• Confidence using Microsoft Excel and business systems; experience with Microsoft Dynamics and/or Exerp would be an advantage.
• Clear written and verbal communication, with the confidence to question discrepancies and explain decisions constructively.
• The ability to organise competing priorities, work independently and deliver reliably to daily and monthly deadlines.
• Sound judgement and discretion when handling confidential member, colleague and commission information.
• A good standard of numeracy and written English; no specific professional qualification is required.
• Availability to work 40 hours per week, typically 9:00am to 6:00pm, based at the Support Office.
• A proactive, collaborative mindset and a commitment to Virgin Active’s values and member experience.

What You’ll Get

• The opportunity to be part of a brand redefining the future of wellness
• A premium environment with industry-leading facilities
• Development and progression opportunities aligned to your level
• Access to a vibrant, engaged member community
• The platform to build your career, reputation and impact

Our Perks

• 25 days (excluding bank holidays) annual leave, plus a Celebration Day – and we want you take them
• Access to The Peoples Pension, with our contributions at 3% OR Access to Scottish Widows Pension with us matching contributions up to 5%
• Complimentary Virgin Active membership for you and a buddy. You can also get free membership for your children too, ability to take advantage of our Club V.
• Private Dental and Healthcare Insurance – your physical health is important, and we want you to have the access to healthcare should you require it.
• Life Assurance 4x your salary – which we hope you will not need.
• We want you to love Virgin Active like we do, so you get discounts across Virgin active – everything from guest passes to 50% offPTsessions.
• You will join Virgin Family - where not only can you communicate with your colleagues across Virgin Group, but also many discounts (including Virgin Atlantic, Virgin Holidays and Virgin Media/O2)
• Maintaining a healthy diet while at work can be hard, so we offer all our team members 20% off food and drink at our KAUAI branches located in clubs.
• Managing finances can be difficult, so we offer access to Salary Finance. They can support you with loans and savings plans, as well as help you become a personal finance expert.
• Mental health is a cornerstone of wellbeing. Our Health Heroes employer assistance programme is there when you need a helping hand with 6 free counselling sessions.
• We know finding a new home to rent can be stressful. We partner with Dexters who offer complimentary corporate letting services – meaning no tenant charges.
• Access to ePoints, offering loads of online discounts to retailers.

Pay Range

£28,000—£30,000 GBP