Office Administrator (Commercial)

Office Administrator (Commercial)
St Asaph
28,000 - 32,000

Job responsibilities:

• Collate, verify, and manage cost documentation to support payment applications on reimbursable and target cost projects.
• Validate subcontractor invoices against purchase orders, delivery records, and commercial trackers.
• Maintain accurate commercial trackers, logs, and cost data (applications, invoices, POs, variations, minor works).
• Assist with the preparation and administration of minor works and low-value subcontract agreements.
• Input and maintain cost and estimating data within BES and Excel-based reporting tools.
• Produce clear Excel reports to support QSs, Project Managers, and Commercial Leads.
• Support financial controls by tracking spend, commitments, and invoice status.
• Manage front-of-house duties, including visitors, calls, post, and courier deliveries.
• Oversee day-to-day office management, facilities coordination, supplies, and meeting logistics.
• Provide general administrative support, including document control, filing, correspondence, and onboarding.
• Maintain business and commercial records in line with document control, data management, and governance procedures.
• Manage SharePoint and document management systems, ensuring accurate version control, metadata, and file integrity.
• Work collaboratively with internal teams while maintaining high standards of accuracy, confidentiality, and professionalism.

Skills:

• • Strong IT capability with advanced Microsoft Excel skills, including use of formulas, filters, lookups, structured spreadsheets, and basic data analysis to support commercial and office reporting.
  • Competent in Microsoft Word and Outlook, with the ability to produce clear, professional documents and correspondence.
  • Experience using accounting and/or commercial systems to retrieve cost information, support cost reporting, and maintain accurate financial records.
  • Familiarity with Benchmark Estimating System (BES) or similar estimating / cost management software (training can be provided).
  • High level of numeracy, with confidence working with cost data, invoices, trackers, and financial information.
  • Highly organised, with the ability to manage multiple tasks, prioritise workload, and maintain accurate records in a busy office environment.
  • Strong attention to detail, with a consistent focus on accuracy and data integrity.
  • Clear and professional written and verbal communication skills, capable of dealing confidently with internal teams, suppliers, and visitors.
  • Ability to work independently, take ownership of tasks, and manage day-to-day office and administrative responsibilities without close supervision.