Commercial Assistant
Sub Division: Defence
Location: Ruislip
Contract Type: Permanent
Hours: Full Time - 40 hours - Monday to Friday
Creating and maintaining great places to live and work delivered by excellent people who care…
Purpose of Role
We are seeking a highly organised and detail-oriented Commercial Assistant to join our team supporting a high-profile Ministry of Defence (MoD) Facilities Management contract. Based at RAF Northolt, this is an excellent opportunity for someone looking to develop a long-term career within commercial management, quantity surveying, or finance.
Job Description
Working closely with Commercial Managers, Quantity Surveyors and operational teams, you will play a key role in supporting subcontractor management, financial administration, billing processes and commercial reporting across the contract.
Responsibilities
Commercial & Financial Administration
- Process and review subcontractor invoices and applications for payment.
- Raise client invoices and support billing activities across the contract.
- Assist with accounts payable processes and supplier payment administration.
- Support the management of Work in Progress (WIP) and financial reporting.
- Assist in the preparation and review of monthly Cost Value Reconciliation (CVR) reports.
- Monitor commercial data and identify discrepancies or trends for further investigation.
- Provide administrative support for month-end reporting and financial reconciliations.
Subcontractor & Supply Chain Support
- Assist in the preparation and administration of subcontract agreements.
- Support subcontractor onboarding and documentation processes.
- Coordinate subcontractor performance and commercial review meetings.
- Ensure accurate records are maintained to support contract compliance and payment processes.
- Liaise with suppliers and subcontractors regarding invoice queries and commercial documentation.
Systems & Reporting
- Use SAP and SAP Connect to manage commercial and financial transactions.
- Utilise Maximo to support job tracking and asset management activities.
- Produce reports and analyse commercial data using Microsoft Excel.
- Maintain accurate records in line with audit, compliance and contractual requirements.
- Support the preparation of internal and client-facing reports and presentations.
Essential Qualifications/Skills
- Previous experience in a commercial, finance, accounts payable, billing or administrative support role.
- Strong Microsoft Excel skills, including:
o Pivot Tables
o VLOOKUPs
o Data analysis and reporting
- Excellent organisational skills with a methodical approach to work.
- High level of accuracy and attention to detail.
- Strong communication and stakeholder management skills.
- Ability to work collaboratively across operational and commercial teams.
- Positive attitude and willingness to learn within a commercial environment.
In return for your hard work we offer additional training and development, 26 days holiday (+ bank holidays), generous pension contribution, life assurance and much more.
We are VINCI Facilities – experts in the built environment. VINCI Facilities is a Facilities Management and Building Solutions provider, delivering cost-effective and sustainable bespoke solutions to customers in the public and private sectors. We are committed to working towards a lower carbon society, focusing on sustainable and innovative methods to exceed our partners' goals and add value for all stakeholders – and we were named the top-ranked FM service provider in the Sustainable FM Index for 2020. We put our people first. Always working as a team and collaborating from start to finish. We are the trusted expert in the built environment because we listen to our team and create a workplace that maximises their potential.
Fairness, Inclusion and Respect (FIR) at VINCI Facilities is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.
Should you require any reasonable adjustments to be made as part of the application process please contact us directly.
VINCI recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.
Work Location: In person
