Commercial Assistant - Facilities

We are currently working with a leading Facilities Managment business to recruit a Commercial Assistant/Adminstrator to work in the Sheffield office

Summary of Role:
Reporting to a Commercial Manager or Senior Quantity Surveyor the key focus should be;
* Commitment to excellence and offering maximum flexibility in supporting a Commercial Manager or team of managers across the full spectrum of commercial and administrative functions.
* Assisting the commercial and operational teams to comply with all commercial and administrative processes and procedures whilst ensuring a successful project outcome.
* Develop a full knowledge of the relevant commercial processes and procedures on projects and apply best practice and continuous improvement approach to maximise returns in terms of profit.
* Understand business payment terms to ensure they are being met when paying suppliers and sub-contractors.

Tasks & Responsibilities:
Commercial:
* Ordering of materials via COINS purchase ledger
* Processing purchase orders and delivery notes for supplier payments
* Reconcile purchase card transactions
* Commercial review of Maximo assigning chargeable job status and costs to work orders
* Prepare client quotations and maintain quotation registers
* Maintain and update commercial records as directed
* Identify any unnecessary costs and inefficient activities
* Assist in the timely preparation of valuations, submissions of invoices and receipt of payment.
* Make best use of knowledge management information systems. (Maximo, COINS.)
* Upload sales ledger invoices to COINS
* Allocating transactions (materials etc.) to correct cost codes
* Running and analysing On-hold report in COINS

Administration:
* Ordering and maintenance of consumable stock levels
* Process weekly pay, holiday, expenses and overtime claims as required for cleaners
* Review Maximo reports and chase outstanding jobs as required
* Collating engineers reports and timesheets to assist service delivery

Qualifications: GCSEs and/or A-levels in Mathematics and English Language.
Relevant Experience: Excel and Word plus other Microsoft packages. Experience in COINS (accounting system), V-Nexus and RBS Purchase Card portal would be beneficial.

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