Commercial Assistant

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

A new opportunity for a Commercial Assistant role has arisen in Crest Nicholson's South Division based out of their Addlestone division.

As Commercial Assistant part of your responsibility will be to deliver efficient, customer focused, professional administration support to the Commercial department with particular emphasis on the payment of sub-contractors and suppliers

Duties As Below:

Setup, Account Management, Payment Processing, Support, Documentation, Compliance and Meetings

• Managing new supplier/subcontractor set ups, collating documents, issuing Framework Agreements and updating expired documents.
• Managing some Subcontractor accounts directly.
• Take the lead role regarding frameworks for new Subbies & Suppliers.
• Ensure all Group Purchasing Agreements, Mandatory Trading Agreements & Group Rebates are always current & complete.
• Have an eye for detail to proofread all documents & ensure consistency & accuracy in documentation (ensuring that all agreements have beginning & end dates & comply with all corporate guidelines).
• Raising subcontractor and supplier orders and submitting invoices/applications for payment and supporting the Input Clerk with release of the payment runs.
• Working closely with Surveyors to ensure all payments are dealt with promptly and ensure that sites can function fully.
• Paying subcontractors.
• Raising BACS/Faster Payment Requests.
• Issuing payment certificates to Subcontractors.
• Managing service bills.
• Sales Extras – Payments/Orders for all sales extras, working out costing for extras and liaising with subbies, any queries help sales.
• In the absence of the Input Clerk, deal with retention releases – (consists of 3 approvals & final account, maybe Agresso, pulling back from profit).
• Bought Ledger – Assist with queries, payments for suppliers.
• Assist with all Finance queries i.e. Refunds, VAT queries.
• Attend CS Meetings as required & pick up all CRM defect orders within 140 days.

Administrative Support, Communication and Coordination

• Dealing with queries via telephone and email for the department.
• Develop & maintain professional, effective working relationships with suppliers, subcontractors & internal / external personnel.
• Onesite invites.
• Onboarding plans for new employees into the department by populating with data provided by the Line Manager and liaising with the Executive Assistant.  Once completed issue to new employee 1 week in advance of start date.
• Collect departmental post from facilities and check reception for deliveries and distribute.  Ensure any responses due by the Commercial Director are brought to his attention.
• Deal with incoming calls from main switchboard number and check voicemail area regularly throughout the day.
• Deal with emails received in the South Enquiries mailbox to ensure cleared daily.
• Place stationery and PPE orders for Site offices and Sales suites in the absence of Input Clerk.
• Manage the telephone list for the department with changes and site allocations.  Starters and Leavers dealt with by Executive Assistant
• Manage departmental calendar meetings along with the set business calendar meetings including invites, changes and meeting rooms.  Ensure meeting rooms are ready for meetings
• Greet visitors to the office for the department (notification via email)

• Administrative support to the Commercial Director and Team.
• Diary management for Commercial Director.
• Scheduling diary invites such as the monthly Cost Reviews, Payment Run Timetable, Expenses Timetable.
• Assist with the collating of the Commercial Director’s board papers for the monthly Board Meetings.
• File preparation for meetings, such as the monthly cost reviews.
• Updating subcontractor databases and contact lists, such as the Trades lists and the Out of Hours contact list.
• Manage the Teams holiday, sickness and other absence for Commercial Director. Bringing to the attention of the E.A. any long-term absences.
• Key in expenses for Commercial Director.
• Maintain filing systems and archiving.  Liaise with Executive Assistant for archiving.

Essential Qualifications/Attributes

We are looking for people to join our Company who can demonstrate, preferably all of the below:

• Organisational/Administration background.
• IT literate including MS Word, Excel and Outlook (COINS system preferred).
• Worked in a time critical environment.
• Worked in a team environment ideally within Commercial or Finance
• Competent in Microsoft Office and able to learn new business systems  
• Full driving licence held
• Ability to learn and operate relevant IT and procedural systems.
• Honesty, reliability and enthusiasm.
• Ability to work under pressure and to deadlines.
• Must have strong administrative and organisational skills, ability to multitask and be able to prioritise workloads.
• Team working.
• Attention to detail
• Communication Skills
• Motivation

The Company

Crest Nicholson is a leading developer of quality homes and thriving, sustainable communities.

We create great places for our customers to live, selecting desirable locations for our developments and taking a holistic approach to the design of our homes and their surroundings.

Attractive placemaking helps us deliver appealing and well-connected communities where people and nature can thrive.

As an employer of choice, we offer an extensive range of benefits, to include: 

• Competitive Salary
• Company Bonus Scheme
• Private pension
• 25 days' annual leave
• Cycle to work scheme
• Share save scheme
• Gym membership discounts 

We are an inclusive employer; the Company will consider flexible working requests for all roles.

We seek to be an ethical and progressive employer which encourages a culture of openness, creativity and continuous professional development and which rewards the effectiveness and loyalty of our employees as an equal opportunities employer. If you are applying to work at Crest Nicholson, we will ask you to supply us with sufficient personal information to help us process your application. To learn more about what personal information we will need to process and why, please refer to our recruitment privacy notice which can be found on the Crest Nicholson website under ‘Recruitment Privacy Policy'.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!