Commercial Administrator

OCS; Midlothian (VA); On-site; USD 37,685 - 56,527; Full time

Job summary

OCS UK & Ireland is recruiting a Commercial Administrator to join our team in Glasgow. You will ensure compliant procurement, accurate commercial data management, and end-to-end commercial workflow control, enabling Project Managers to lead decision-making and forecasting.

You will coordinate subcontractor procurement, maintain records, and support governance across SharePoint and secure platforms, contributing to client reporting and dashboard development.

Qualifications

• Experience in commercial or project administration, preferably construction, FM, engineering or technical services.
• Excellent financial accuracy, attention to detail.
• Strong IT skills including Excel, SharePoint, CAFM systems such as Concept.
• Strong communication skills, confidence engaging with suppliers and clients.
• Ability to manage competing priorities.
• Strong organisational and listening skills with the ability to interpret instructions accurately.
• Knowledge of the NEC4 TSC framework.
• Ability to obtain and maintain NPPV Level 1 Security Clearance.

Responsibilities

• Prepare and support Applications for Payment, ensuring accuracy and completeness of supporting documentation.
• Manage and process purchase orders, invoice queries, and monthly commercial reporting.
• Support PMs with contract variations.
• Provide monthly WIP data inputs, ensuring accuracy, completeness and audit readiness.
• Coordinate and support subcontractor and supplier procurement.
• Maintain approved vendor and subcontractor records.
• Track, issue and maintain sub-contract orders, supply chain documentation and related registers.
• Document Control & Governance Compliance
• Maintain accurate commercial registers, evidence logs, and structured filing systems across SharePoint and secure platforms.
• Ensure all commercial information is stored and handled in accordance with SPA governance and audit requirements.
• Manage the shared mailbox, ensuring timely triage, allocation, response, and structured filing of all incoming communications to support efficient project administration.
• Maintain and continually update the Project Tracker, ensuring accurate job creation, status updates, financial entries, risks, milestones and forecasting inputs.
• Collaborate with Project Managers to ensure tracker data remains complete, accurate, and aligned with commercial reporting cycles.
• Produce regular commercial dashboards and summaries for internal and client reporting.
• Drive data integrity by following up on missing or inconsistent project/commercial information.
• Liaise with Project Managers, supply chain partners, and internal SPA stakeholders to support commercial and operational workflows.
• Attend meetings, take minutes, produce agendas, and track actions to completion.
• Provide high-quality general administrative and operational support.

Skills

Financial accuracy

Attention to detail

Communication skills

Organisational skills

Listening skills

Time management

Tools

Excel

SharePoint

CAFM (Concept)

Job description

About The Role

We are currently recruiting for a Commercial Administrator to join our passionate and driven team.

About The Role

We are currently recruiting for a Commercial Administrator to join our passionate and driven team. Working closely with the project team, you will ensure compliant procurement, precise financial and commercial data management, accurate documentation, and the efficient control of end‑to‑end commercial workflows. You will coordinate core commercial processes across the project delivery team, enabling Project Managers to confidently lead commercial decision‑making, forecasting, and NEC4‑aligned project delivery.

The role is based in our Glasgow office.

• The prospective candidate will obtain Non-Police Personnel Vetting Standards (NPPV) Level 1 in order to be considered for this role***

Key Responsibilities

Commercial & Financial Governance

• Prepare and support Applications for Payment, ensuring accuracy and completeness of supporting documentation.
• Manage and process purchase orders, invoice queries, and monthly commercial reporting.
• Support PMs with contract variations.
• Provide monthly WIP data inputs, ensuring accuracy, completeness and audit readiness.

Procurement & Supply Chain Coordination

• Coordinate and support subcontractor and supplier procurement.
• Maintain approved vendor and subcontractor records.
• Track, issue and maintain sub‑contract orders , supply chain documentation and related registers.
• Document Control & Governance Compliance
• Maintain accurate commercial registers , evidence logs, and structured filing systems across SharePoint and secure platforms.
• Ensure all commercial information is stored and handled in accordance with SPA governance and audit requirements.

Project Tracker & Shared Mailbox Management

• Manage the shared mailbox, ensuring timely triage, allocation, response, and structured filing of all incoming communications to support efficient project administration.
• Maintain and continually update the Project Tracker , ensuring accurate job creation, status updates, financial entries, risks, milestones and forecasting inputs.
• Collaborate with Project Managers to ensure tracker data remains complete, accurate, and aligned with commercial reporting cycles.
• Produce regular commercial dashboards and summaries for internal and client reporting.
• Drive data integrity by following up on missing or inconsistent project/commercial information.

Stakeholder & Operational Coordination

• Liaise with Project Managers, supply chain partners, and internal SPA stakeholders to support commercial and operational workflows.
• Attend meetings, take minutes, produce agendas, and track actions to completion.
• Provide high‑quality general administrative and operational support.

About You

• Experience in commercial or project administration, preferably construction, FM, engineering or technical services.
• Excellent financial accuracy, attention to detail, and ability to manage complex commercial data.
• Strong IT skills including Excel, SharePoint, CAFM systems such as Concept.
• Strong communication skills, confidence engaging with suppliers and clients .
• Ability to manage competing priorities.
• Strong organisational and listening skills with the ability to interpret instructions accurately.
• Knowledge of the NEC4 TSC framework.
• Ability to obtain and maintain NPPV Level 1 Security Clearance.

About The Company

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

• Award-Winning Employer : Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
• Digital Learning : The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth : 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
• Flexible Pay : Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.