Commercial Administrator in Reigate, Surrey, United Kingdom

Provide assistance to the Managing Surveyor and Route Lead Surveyors. The role will include but not be limited to the careful review, matching and Level 1 Payment Approval of supplier invoices. Engagement with both internal staff and external suppliers to ensure that all completed work information and records have been uploaded onto WebContractor in line with our Contract requirements and to allow payment approval to be made. The collation of Periodic Applications for Payment, matching of customer payment Certificates against Applications and Purchase Orders and the raising of COINS FM invoices to match payments received. The role will also include proactive cash management and customer engagement to ensure all monies are paid in full, on time and that they are correctly allocated. In addition the role will also include assisting with any other commercial administration duties required to support the commercial team. Your Line Manager will nominate a deputy with the necessary experience, competence and skills to act as deputy in the event of absence.

Achievable through:

  • Ensuring all decisions are made in line with the Delegation of Authority Matrix.
  • Persists with business improvement ideas despite other commitments and ensures the business learns from problems solved and incorporates the learning into the business
  • The careful and detailed review and approval through WebContractor (Level 1) of supplier Invoice.
  • Engagement with both internal staff and external suppliers to ensure that all required documents relating to completed Faults are uploaded onto WebContractor.
  • Engagement with the Operations Team to gain accurate percentage complete updates against their respective workbank.
  • Preparation of Periodic Applications for Payment
  • Issuing of Periodic Applications for Payment
  • Ensuring that Payment Certificates are received in a timely manner and in accordance with the Contract
  • Monitoring Certification values against our Applications for Payment
  • Tracking any variances between applied for and certified sums
  • Raising internal COINS FM invoices against agreed payment Certificates and ensuring that they are matched to the correct Contract Numbers and Purchase Orders.
  • Proactive monitoring of payments due and payments received
  • Composition and issuing of daily payment / cash received report
  • Chasing due/overdue payments
  • Accurate and timely cash allocation against Invoices raised
  • Processing journals as and when required
  • Compiling presentations and reports as required by the Managing Surveyor
  • Filing/archiving
  • Assisting with the upkeep of information on iGO, COINS & WebContractor
  • Assist with the internal auditing of contracts in terms of process and proceduresAd-hoc admin duties as determined by Commercial Manager and/or Route Lead Surveyors

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