Generic title

Commercial Administrator

General Description

A functional support role expected to support closely defined tasks within company procedures and industry standards. The person will receive instruction, tasks and guidance from a more senior manager.

Achieving Results

Will set goals for self in own work environment

Demonstrates enthusiasm for the job

Analytical thinking and decision making

Using personal experience and systematic approach to arrive at decisions on straightforward issues

Communication

Communicates positively with clarity and understanding

Presents information in a structured way

Demonstrates confidence when communicating in own subject

Dealing with change

Positive attitude to change when presented

Contributes to change in own area of work  

Teamwork

Contribute to the overall team objectives

Understand how to be part of a team

Regularly cooperate with team members

Leadership

The capacity to assume some position of influence within a team

Managing resources

Works effectively within time and budget constraints set by others

Looks to complete on schedule and recover slippage

Negotiation

The ability to discuss and agree priorities

People Development

Can respond within tested frameworks of development to identify own needs

Uses personal experience to build own skills

Summary of role

Responsible for performing office based administrative activities proactively and efficiently, supporting the Commercial team and wider Engineering Solutions team, enabling all office staff to work easily and quickly and without disruption.

Responsibilities and accountabilities

·       Oversee and coordinate aspects of general office administration including maintaining administrative systems.

·       Raise purchase requisitions when required.

·       Undertake general office administrative duties in an efficient manner, always offering an efficient and consistent service to office staff.

·       Provide administrative assistance to the Senior Management Team & Leadership Team including booking flights, train tickets and hotel rooms where required.

·       Supporting the Senior Management Team & Leadership Team, assisting them with day to day administrative tasks when required, for example: diary management, processing of expenses, organising meetings.

·       Support line manager (PA to MD) with ad hoc tasks.

·       Provide cover to the PA to MD in their absence.

·       Administration of Timesheet System including

o   User Accounts

o   Opening/Closing of Projects

o   Timesheet Reporting

o   Chasing late timesheet entry

·       Maintenance of the team’s Admin Tracker, recording and chasing for details on Travel Expenses and ad-hoc purchases

·       Provide assistance to the Quality Manager for ad-hoc tasks

·       Process Commercial documents efficiently, gaining signatures, scanning to the online library, documenting and sending to relevant parties in a timely manner.

·       Interact with colleagues, customers and visitors, maintaining a polite and helpful approach with all.

·       Answer telephone calls, enquiries and requests and handle them courteously and appropriately or pass to a relevant member of the team.

·       Prepare responses to correspondence containing routine enquiries

·       File and retrieve company documents, records and reports and ensure all filing is up to date and well-managed.

·       Create and modify documents such as company-wide communications, reports, memos and letters using Microsoft Office

·       Set up and co-ordinate meetings, Team meetings and booking meeting rooms

·       Maintain confidentiality in all aspects of company and customer information

·       In all actions be a positive and helpful ambassador for the company, giving others confidence in Morgan Sindall.

·       Ensure that internal company relationships with other departments, offices and business units/regions are positive and supportive.

·       Be prepared to take additional responsibility, where you see it is necessary, to support the department/function or the office staff in general

·       Offer ideas for improving the service you offer or the processes for which you are responsible for.

·       Process any requests for photocopying, scanning and binding.

Attributes and skills

Ability to interpret procedures and policies of the organisation

Ability to communicate effectively

Ability to deal effectively with people

Knowledge of administrative principles and their application

Ability to work well either alone or as part of a team

Computer literate

Good written, analytical and problemsolving skills

Ability to operate standard office equipment

Ability to follow oral and written instructions

Ability to handle a wide variety of situations and problems

Adaptable and able to embrace change in a fast paced design office