Commercial Administrator

Obelisk; Naas; On-site; EUR 30,000 - 42,000; Full time

Benefits offered by this job

Death in service benefit

Company pension scheme

Job summary

Obelisk is seeking a Commercial Administrator to provide day-to-day administrative, data and reporting support to Operations and Finance. You will capture, validate and maintain commercial information to support customer claims, invoicing, forecasting and cost control.

You will work with operational teams to ensure records are complete and submitted on time, assisting with quotations, purchase and sales orders, and continuous improvement of processes.

Qualifications

• Experience in commercial administration.
• Strong Excel and data reporting.
• Qualification in business, finance, construction economics or administration.

Responsibilities

• Enter, update and maintain daily and weekly measures for completed business activities and project tasks.
• Collate measures and supporting records from operational teams within cut-off times.
• Assist with invoices, purchase and sales orders and cost reporting.
• Support tender/bid activity with pricing and project information.

Skills

Excel

Data entry

Stakeholder coordination

Attention to detail

Time management

Independent working

Microsoft 365

Education

Business/finance/construction economics/administration qualification

Tools

Microsoft 365

Job description

The Commercial Administrator provides day-to-day administrative, data and reporting support to the Operations and Finance teams. The role is responsible for accurately capturing, validating and maintaining commercial and operational information, including daily and weekly measures, to support timely customer claims, invoicing, forecasting, cost control and project financial reviews.

The position works closely with operational teams to ensure records are complete, current, traceable and submitted within agreed deadlines. The role also supports quotations, purchase and sales order administration, work-in-progress reporting, supplier documentation and the continuous improvement of commercial processes.

KEY TASKS AND RESPONSIBILITIES

Daily and Weekly Measures

• Enter, update and maintain daily and weekly measures for completed business activities and project tasks in the relevant internal and customer systems.
• Collate measures, completion evidence, site information, timesheets and supporting records from operational teams within agreed cut-off times.
• Validate submissions for completeness, accuracy, correct job codes, agreed rates, quantities and required supporting documentation before processing.
• Maintain daily and weekly measures trackers, identify missing or rejected items and follow up with the relevant owner until resolved.
• Prepare weekly measure files and assist with uploads or submissions to the appropriate systems in line with the commercial timetable.
• Reconcile completed works against internal records, customer portals, work-in-progress reports and approved scopes, escalating discrepancies promptly.
• Maintain an auditable record of changes, corrections, approvals, rejections and resubmissions.

Operational and Financial Administration

• Support the Operations team with day-to-day commercial administration across assigned projects and contracts.
• Update project financial and commercial records, including revenue, committed costs, actual costs, budgets, gross margin and forecast information as directed.
• Assist with weekly and monthly work-in-progress reviews, project financial reviews and commercial reporting by providing accurate and timely data.
• Maintain registers for quotations, variations, purchase orders, sales orders, invoices, claims and commercial actions.
• Assist with the preparation, issue and tracking of quotations for additional, varied or out-of-scope works.
• Support the creation and administration of job codes, purchase orders and sales orders and ensure they are linked to the correct project and approved scope.
• Assist with invoice preparation and reconciliation by confirming that measures, approvals, purchase orders and supporting evidence are complete.
• Flag potential revenue leakage, unapproved works, cost variances, duplicate entries or missing commercial entitlement to the Commercial Manager or Quantity Surveyor.

Reporting, Systems and Data Quality

• Produce scheduled weekly and monthly reports, KPI dashboards and ad hoc commercial reports for management review.
• Update internal management systems, commercial trackers, shared folders and customer portals accurately and within agreed deadlines.
• Complete quality checks on information received from site and operational teams and return incomplete or inaccurate submissions for correction.
• Maintain document control standards, version control and clear filing of quotations, approvals, rate cards, purchase orders, invoices and supporting records.
• Use Microsoft Excel to reconcile data, identify exceptions and support analysis of project performance, productivity, revenue, costs and gross margin.
• Protect commercially sensitive and personal information and follow company data protection, confidentiality and information security requirements.

Procurement and Supplier Support

• Assist with obtaining and recording supplier and subcontractor quotations and preparing like-for-like cost comparisons.
• Maintain supplier, subcontractor, plant and procurement records, including agreed rates and supporting approvals.
• Check supplier and subcontractor invoices against purchase orders, agreed rates, approved measures and completed works before onward processing.
• Support cost control by highlighting purchase order shortfalls, unmatched invoices, overspends and other exceptions.

Stakeholder and Process Support

• Liaise with Operations, Finance, Account Management, customers, suppliers and subcontractors to resolve routine commercial and data queries.
• Track actions arising from internal and customer commercial reviews and provide timely status updates.
• Support tender and bid activity by compiling requested pricing, volume, cost and project information.
• Contribute to the standardisation and continuous improvement of commercial processes, templates, trackers and reporting controls.
• Undertake other reasonable commercial administration duties consistent with the scope and level of the role.

SKILLS AND EXPERIENCE

• Previous experience in commercial administration, project administration, finance administration, operations support or a similar data-focused role.
• Strong Microsoft Excel skills, with the ability to organise, reconcile and report high volumes of data accurately.
• High level of numerical accuracy, attention to detail and commitment to right-first-time data entry.
• Ability to manage recurring daily, weekly and monthly deadlines and prioritise a high volume of administration.
• Strong organisational, communication and stakeholder coordination skills.
• Ability to work independently while escalating issues appropriately and maintaining clear records.
• Competence in Microsoft 365 applications and experience updating business management systems or customer portals.
• Experience in telecoms, utilities, construction, infrastructure or another project delivery environment.
• Experience with measures, schedule-of-rates work, work-in-progress reporting, purchase orders, sales orders, quotations or invoicing.
• An interest in developing towards an Assistant Quantity Surveyor, Quantity Surveyor or broader commercial role.
• Relevant qualification in business, finance, construction economics, quantity surveying or administration, or equivalent practical experience.

KEY WORKING RELATIONSHIPS

• Operations Managers, Project Managers and site teams
• Finance and Procurement teams
• Account Managers and customer representatives
• Suppliers and subcontractors

TERMS AND CONDITIONS

Working Conditions

Details

Department: Commercial

Reports to: Operations Manager

Hours of Work: 37.5

Rate of Pay: Dependant on experience

Travel Requirements: N/A

Benefits: Death in service benefit, company contribution pension scheme

DIVERSITY STATEMENT

Obelisk is committed to promoting an environment that values diversity. All staff are responsible for ensuring that all employees, customers, suppliers, and visitors are treated equally and fairly and not discriminated against on the grounds of age, disability, gender reassignment, marriage & civil partnerships, pregnancy & Maternity, race, religion or belief, sex, or sexual orientation.

Obelisk welcomes applications from a diverse range of candidates regardless of their background, disability or gender and is committed to creating a workforce as diverse as the communities we serve.

SUSTAINABILTY

We commit to being a responsible business for all our stakeholders, upholding the Ten Principles of the UN Global Compact in the areas of human rights, labour, environment and anti-corruption. These responsibilities form the foundation of all our sustainability practices and may not be offset by good works elsewhere.

GDPR

GDPR Statement By submitting your application, you consent to the processing of your personal data in accordance with the General Data Protection Regulation (EU) 2016/679. Your information will be used solely for recruitment purposes and will be stored securely and confidentially. You have the right to access, rectify, or erase your data at any time. For more information on how we handle your data, please refer to our privacy policy.