Lead Commercial Administrator

Aptus Utilities Limited; Bolton; Hybrid; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Cashback plans incl. eye-care, dental

Gym, fitness and retail discounts

Donate a Day - extra day off annually

Mentoring and ongoing guidance

Employer Assistance Program

Job summary

Aptus Utilities Limited is seeking a Lead Commercial Administrator to oversee all administrative activities for our commercial operations at our Bolton site. You will coordinate with clients, suppliers, and internal teams, ensuring accurate invoicing, cost recording, and timely information flow.

Candidate should have strong Excel skills, at least 2 years in commercial administration, and a qualification in Business Administration or related field.

Qualifications

• Strong Excel skills including lookups, pivot tables and data analysis.
• Basic commercial and financial understanding including invoicing and cost management.
• Excellent written and verbal communication with a professional approach.
• Strong stakeholder management across operations, commercial and finance teams.

Responsibilities

• Oversee and coordinate all administrative activities for commercial operations.
• Lead the Commercial Admin Team and manage asset value invoicing processes.
• Oversee invoicing of Asset Values and ensure regulatory compliance.
• Maintain records, schedules and trackers to support variations and cost recording.
• Raise invoices, assist debt chasing, and provide cost information to project delivery.

Skills

Excel

Invoicing

Communication skills

Stakeholder management

Workload management

Education

Business Administration qualification

Tools

ERP systems

Pivot tables

Job description

Overall Purpose of the Role

Reporting to the Commercial Manager the Lead Commercial Administrator has the responsibility of overseeing and coordinating all administrative activities related to our commercial operations, ensuring smooth communication between clients, suppliers, and internal teams.To succeed in this role, you will need strong Excel skills, excellent computer literacy, and the ability to manage multiple priorities while consistently meeting deadlines in a fast-paced environment.

What you will be doing:

• Management of the Commercial Admin Team.
• Manage Asset Value invoicing processes, ensuring accurate billing and reconciliation of asset-related charges.
• Oversee the invoicing of Asset Values, ensuring compliance with contractual and regulatory requirements. (Includes Electric/Gas/Water/Fire Hydrants)
• Coordination of IDNO rejected/queried documentation to ensure timely return of information to meet the business SLA.
• Support with the maintenance of records, schedules, and trackers kept by the commercial team for use in supporting variations and recording changes.
• Collate information required to generate applications for payment and maintain accurate cost records.
• Raise invoices with clients and support the team with debt chasing activities.
• Assist in providing cost and commercial information to support project delivery.
• Support the commercial management of subcontract accounts.
• Build and maintain professional working relationships with both internal teams and external customers.
• Liaise with internal departments such as operations, finance, and legal to facilitate smooth project delivery.
• Ensure compliance with industry regulations, company policies, and health and safety standards.
• Maintain accurate records of all commercial transactions and communications.
• Assist in the development and implementation of administrative processes to improve efficiency.
• Provide regular reports and updates to senior management on commercial activities and project status.

What we ask from you:

• Basic commercial and financial understanding, including invoicing, cost management, and commercial reporting.
• Previous experience leading, supervising, mentoring, or coordinating a team.
• Advanced Microsoft Office skills, particularly Excel (lookups, pivot tables, formulas, and data analysis).
• Ability to manage workloads, prioritise tasks, meet deadlines, and support the development of junior team members.
• Strong organisational skills, attention to detail, and ability to work effectively under pressure.
• Excellent written and verbal communication skills, with a confident and professional approach.
• Strong stakeholder management skills and the ability to build relationships across operational, commercial, and finance teams.
• Proactive attitude, strong motivation, and a commitment to continuous improvement.
• Minimum of 2 years experience in commercial administration or a similar role, preferably within utilities or construction.
• Knowledge of contract management, subcontractor accounts, asset management, and relevant legal documentation.
• Familiarity with ERP systems and industry-specific software.
• Knowledge of relevant health and safety regulations.
• Relevant qualification in Business Administration, Finance, or a related discipline.
• Experience identifying and implementing process improvements to enhance efficiency and commercial performance

What we can offer in return:

• Benefits include cashback plans including eye-care, dental & prescriptions, to name just a few.....
• Gym, fitness and retail discounts
• Donate a Day - we will gift you an extra day off each year to do something for charity or within the community
• Mentoring and ongoing guidance, not only to settle you into your role, but throughout your career with Aptus
• We promote physical and mental health and provide additional support to our employees via our Employer Assistance Program all year round

This is a full-time position working within an office environment

Location – Aptus House

Unit 19-20, Barrs Fold Road, Wingates Industrial Estate, Bolton BL5 3XP