Commercial Assistant

Job Title: Commercial Administrator

Location: High Wycombe (Office-based)

Industry: MOD Responsive Repairs & Maintenance

Company Overview:

Our client is a leading specialist in providing responsive repairs and maintenance services to the Ministry of Defence (MOD). With a focus on delivering high-quality, efficient, and cost-effective solutions, they manage a variety of projects that directly contribute to maintaining and improving MOD facilities.

Job Purpose:

The Commercial Administrator will provide essential administrative support to the Quantity Surveying team, ensuring smooth and efficient operations for the MOD responsive repairs and maintenance projects. This role will involve assisting with cost management, contract administration, document control, and general support for the Quantity Surveyors. The ideal candidate will be highly organized, proactive, and able to multitask effectively in a fast-paced environment.

Key Responsibilities:

• Administrative Support:

  Provide day-to-day administrative support to the Quantity Surveying team, including scheduling meetings, maintaining calendars, and organizing project documentation.

• Document Control:

  Assist with the preparation, tracking, and filing of project-related documents, including contracts, change orders, and invoices. Ensure all documents are properly filed and easily accessible.

• Cost Monitoring:

  Assist in tracking costs and financial data across ongoing projects. Support the team in preparing cost reports and maintaining accurate records for budgeting purposes.

• Procurement Support:

  Help manage procurement processes, including liaising with suppliers and subcontractors, preparing tender documents, and tracking procurement schedules.

• Communication & Coordination:

  Serve as a liaison between the Quantity Surveyors, other internal teams, and external stakeholders. Ensure smooth communication across departments and assist in coordinating project activities.

• Project Reporting:

  Support the Quantity Surveyors in compiling and presenting regular project updates and reports, including progress reports, cost analysis, and variations.

• General Office Administration:

  Provide general office administration duties, including answering phones, handling queries, and assisting with any other tasks as required by the Quantity Surveying team.

Key Skills & Experience:

• Administrative Experience:

  Previous experience in an administrative or office support role, ideally within the construction, facilities management, or maintenance sectors.

• Construction Knowledge (Desirable):

  Familiarity with the construction or building maintenance industry, particularly with MOD responsive repairs and maintenance projects, is an advantage.

• Software Proficiency:

  Proficient in Microsoft Office Suite (Excel, Word, Outlook, etc.). Experience with project management or quantity surveying software (e.g., Aconex, CostX, or similar) would be beneficial.

• Communication Skills:

  Strong written and verbal communication skills. Able to interact confidently with internal teams and external stakeholders.

• Organizational Skills:

  Excellent organizational skills, with the ability to manage multiple tasks and priorities in a fast-paced environment.

• Attention to Detail:

  High attention to detail, especially in managing documents, contracts, and financial records.

Personal Attributes:

• Proactive: Able to take initiative and resolve issues independently.
• Team Player: Collaborative and able to work well within a team environment.
• Adaptable: Comfortable with change and capable of adapting to evolving project needs.
• Positive Attitude: Solution-focused and eager to contribute to team success.

Benefits:

• Competitive salary based on experience.
• Opportunities for career development and progression.
• A supportive and dynamic team environment.
• 25 days holiday + bank holidays.
• Pension scheme and other benefits.