MWH Treatment are currently looking for a Commercial Administrative Assistant & Office Manager to provide comprehensive administrative and commercial support to the Commercial ensuring the accurate administration of project financial information, payment processes, reporting, and commercial systems. The role supports Quantity Surveyors and Commercial Managers with the effective management of project costs, applications, payments, and commercial records to enable successful project delivery. As the Office Manager provide administrative support to the Senior Project Manager & Managing Quantity Surveyor.
Key Responsibilities
Commercial Administration
- Provide administrative support to Quantity Surveyors, Senior Quantity Surveyors and Commercial Managers across multiple projects.
- Maintain accurate commercial records and ensure all documentation is filed in accordance with company procedures.
- Assist in the preparation and distribution of commercial reports, schedules and project information.
- Support month-end commercial reporting activities and associated financial processes.
Financial Systems Administration (IFS)
- Set up new projects within the IFS ERP system, ensuring all project information is correctly established.
- Process and administer payments through IFS in accordance with company procedures and deadlines.
- Process Value Order (VO) uplifts and ensure system records remain accurate and up to date.
- Manage monthly application rollovers within IFS.
- Support the Commercial Team in maintaining accurate cost, value and commitment data.
Applications and Payment Administration
- Prepare and process client sales applications in support of the commercial team.
- Produce and maintain records relating to project valuations and payment applications.
- Generate and distribute the monthly SUB09 Uncertified Payments Report.
- Support subcontractor payment administration and tracking activities.
- Assist with the reconciliation of commercial payment information.
Commercial Reporting
- Produce weekly project transaction reports and distribute to project teams.
- Generate and distribute FIN03 reports and other commercial reports as required.
- Process and maintain cost journals, ensuring costs are allocated accurately to projects.
- Support project cost reporting and data analysis activities.
- Assist with commercial audits and reporting requirements.
Document and Data Management
- Download and maintain monthly invoice records for project audit and backup purposes.
Office Administration
- Management of office premises, facilities and administration services ensuring the smooth, safe and efficient running and operation of the office.
- Promote office initiatives, communications and fundraising events
- Develop, manage online and manual filing systems
- Carry out relevant administration tasks ensuring compliance with BMS and document management systems.
- Support and assist nominated Senior Leaders in MWHT
- Maintain a positive and solution oriented approach to work, providing open and honest feedback.
- Undertake such other duties, training and/or hours of work as may be reasonably required and which are consistent with the general level of responsibility of this role
- In all internal and external contact, present a professional and positive image of the department and MWH Treatment and Thames Water as well as maintaining mutually constructive, positive and beneficial relationships.
- Take all reasonable steps to ensure appropriate confidentiality.
- Ensure all commercial and financial data is maintained accurately and confidentially.
- Maintain electronic filing systems and reporting databases.
- Ensure accurate entry and validation of information within company systems.
General Administration
- Organise meetings, prepare reports and provide administrative support as required.
- Assist with onboarding and project mobilisation activities.
- Support continuous improvement initiatives within the commercial function.
- Undertake any other duties appropriate to the role.
Key Relationships
Internal
- Senior Quantity Surveyors
External