Commercial Administrator

Our client who is a National Housebuilder is looking for a Commercial Administrator to join their team in Sunderland. This role will be to provide Administrator support to the Procurement Team.

Role Brief:

The central Commercial function offers guidance and assistance to the wider business to ensure commercial teams identify and develop business opportunities, and the profitable management of projects and contracts, from inception to completion. Managing both internal and external relationships is key, and the subcontractor database is vital to the successful delivery of our sites and products. Working in collaboration with all other functions is vital, as each has an overall input in the budget and deliverability of each site that we either bid on or produce. Commercials’ early involvement in land includes appraising all risk, opportunity, cost, and revenue, producing LPE’s, PLA’s and SIT’s. Guidance, structure, and systems are in place to ensure a smooth and timely tendering process, which ultimately results in the awarding of contracts for all elements of the budget. The consistency and visibility of reporting that drives the deliverability and success of the sites is evident through the CVR process, which the Commercial teams manage on a bi-monthly basis. 

Day to day duties include but not limited to:

• Open, date stamp and distribute daily posts and put in relevant trays for each Buyer.
• Maintain sub-contractor/supplier/plant database ensuring all information such as addresses, contact numbers, and contact names are accurate for use by the department.
• Assist in tendering subcontractors and materials including uploading documents to Dochosting for tender/Site use.
• Maintain sub-contractor CDM 036 and Health and Safety files to ensure all current sub-contractors have the required level of liability insurance to work on-site and ensure sites have up-to-date information to hand.
• Maintain potential sub-contractor files and process new sub-contractors for inclusion on Tender lists/Health and Safety Matrix and obtain the appropriate approvals.
• Issue Health and Safety Newsflashes to sub-contractors when required and chase responses within the necessary timescale.
• Chase outstanding sub-contractor tenders as and when required.
• Maintain Plant On Site Database and liaise with the site regarding Off and On hire.
• Create Framework Agreements and issue to sub-contractors for signing, log to ensure outstanding agreements are chased on a timely basis and submit to company solicitors once returned for certification. Update Framework Agreement Matrix.
• Assist in the creation of handover packs for HA units and scan to job file.
• Take calls/messages for Commercial Team.
• Process orders for materials and sub-contractors via IBIS for Technical, Sales, Customer Services and BU Overheads.
• Process sub-contract payments/deal with payment queries for Sales and Customer Services.
• Assist Commercial aspects of Options Online with processing the Sub-Contractor's Options Orders on COINS.
• Liaising with Groundworkers and Reconomy to obtain up-to-date information with regard to Site Waste Management Matrices and SWMP’s for new sites.
• Send out NHBC CQR Inspections in letter form to sub-contractors on relevant sites.
• Send out Self-Billing Agreements on a yearly basis and collage and send to Accounts to update the system.
• Print off drawings to OCE scanner when requested.
• Specific tasks as requested by the Commercial Director
• Maintain department's daily calendar ensuring it is kept up-to-date with all holidays and meetings.
• Department archiving/shredding.
• Maintain stationery levels for Department.
• Assist team to ensure we remain fully compliant with the Operating Framework.
• Book/invites to meetings, provide refreshments for meetings, and place lunch orders as requested.
• Provide cover for the Receptionist during lunch/break times/holidays on a rota basis, demonstrating an understanding and competence in the operation of the Company’s telephone switchboard system.

The ideal candidates:

• Previous experience of working in a high paced office environment.
• Experience using the COINS system.
• Good Communication skills.
• Good knowledge of Microsoft suites of computer software.
• Previous experience of working within a volume house builder/construction environment.

Package:

• Salary £28,000 per year
• Pension contribution.
• Share plan schemes.
• Home purchase discount.
• 25 days holidays plus bank holidays.
• Holiday purchase scheme.
• Two charity days per year.
• Life Assurance.
• Discounted Gym Memberships.
• Private medical.
• Dental and Eye care Insurance.
• Discounted travel insurance.
• Retail discount scheme.
• Flexible working.