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Commercial Coordinator

  • Location: Kettering
  • Salary: Negotiable
  • Job Type:Contract

Posted 25 days ago

  • Sector: Built Environment
  • Contact: Laura Smith
  • Contact Email:
  • Contact Phone: 0191 415 3300
  • Duration: Until End of Jan 2022
  • Start Date: ASAP
  • Expiry Date: 24 October 2021
  • Job Ref: LS/Ket/CC
Main Purpose of the Job:

The Commercial Department is responsible for awarding and administering work packages in support of building residential homes as well as making payments and monitoring / controlling expenditure of the developments.  Consisting of the Surveying, Buying and Estimating functions it also needs to send and receive important information to external companies and colleagues alike whilst adhering to the company policies and procedures.

Responsible for providing co-ordination and administration support, this role will be integral to the Commercial team in achieving their monthly deadlines and objectives and maintaining supply chain relationships.

The post holder will be responsible for a number of adhoc duties within a busy environment so the ability to manage multiple work streams to deadlines is an absolute requirement in order for the department’s day to day activities to run smoothly and efficiently.


Key Responsibilities/Duties:

1.            Orders

•             Pre-Order Meetings – Support meeting, issue and track/chase return of signed copy

•             Raising orders on Eque2 system

•             Record and issue orders (once approved) to supply chain

•             Liaise with supply chain to ensure signed returned copy

•             Ensure access of relevant information to site and sales teams

2.            Payments

•             Liaising with site teams to ensure consistent receipt of Goods Received Notes (GRNs)

•             Logging GRNs on Eque2

•             Checking invoices against GRNs and orders and resolving queries with suppliers/subcontractors

•             Monitor receipt of all Applications and Invoices and distribute as necessary for checking or adding onto payment system

•             Requesting cheque/chaps requests

•             Ensure invoices are accurately coded and the next authoriser is correctly assigned

•             Monitoring payments due dates and invoices in the system for payment

•             Processing contra charges

•             Processing of payments to meet required deadlines

3.            Third Party Due Diligence (3PDD)

•             Maintain all inputs on the 3PDD register including insurances, SSIP and subcontractor expiry dates

•             Issue 3PDD questionnaire and chase for completed return

•             Issue returned information for internal review and record approval as necessary

•             Liaise with supply chain as necessary

•             Monitor 3PDD register expiration dates and request updated information

•             Setting up new suppliers on payments system and MIS system

•             Issue supply chain introduction letter

4.            Other Postholder Duties

•             Obtain, log and distribute risk assessments and method statements (RAMS) as necessary for formal review and approval

•             Maintain site audit checklists and liaise with required personnel / companies to obtain relevant information, including return of signed orders, pre-order meeting minutes, RAMS approvals, etc

•             Record and issue Tender information along with all drawings and drawing updates to supply chain

•             Record and Issue tender packs prepared by the Surveying and Buying teams

•             Assiting with keeping system maintained

•             Assisting with other ad-hoc duties for the Commercial Team

•             Ensure duties are carried out in line with company standards relating to Quality, Health & Safety and Sustainability issues


Professional Profile:

Experienced in

•             Ideally experience of a similar role within a busy environment

•             Software competence MS Word, and Excel

•             Any experience of Sitestream Management Information System would be advantageous although training will be given


Personal Characteristics:

•             Excellent written and verbal communication skills

•             Self motivated and well organised with ability to operate efficiently with minimal supervision

•             Must be able to work to deadlines

•             Strong analytical skills