As our Commercial Administrator, you’ll play a key role in supporting the commercial and financial management of our Arboricultural operations. Working closely with the Commercial Manager, you will help maintain strong controls across orders, cost capture, billing, forecasting and reporting, ensuring accurate and timely information is available to support business performance.
This is a varied and detail-focused role within a growing SME, where your ability to manage high volumes of data, maintain accurate records and proactively identify issues will make a real difference. You'll take ownership of essential commercial administration activities, enabling the Commercial Manager to focus on higher-value commercial management and strategic priorities.
In this role, you’ll:
- Provide day-to-day commercial and financial administration support to the Commercial Manager (ARB), helping maintain effective control of orders, cost capture, billing and reporting.
- Take ownership of high-volume administrative and data-driven activities, allowing the Commercial Manager to focus on forecasting, contract review, negotiations and stakeholder management.
- Maintain and update commercial trackers and reporting spreadsheets, including billing, applications, purchase orders, aged debt, timesheets and cost records, ensuring a high level of accuracy at all times.
- Collate, validate and process timesheet and cost information, ensuring supporting documentation is complete, consistent and submitted in line with internal deadlines.
- Support the monthly forecasting and CVR process by preparing initial data, updating project trackers and highlighting missing information, variances or anomalies.
- Assist with management reporting and KPI monitoring by maintaining dashboards and commercial reporting tools, ensuring data integrity and timely updates.
- Support the internal billing process by preparing supporting documentation, raising draft applications and AFPs where required, monitoring progress and identifying potential delays.
- Raise sales invoices where required, track payments, maintain accurate communication records and escalate disputes or overdue debt promptly.
- Maintain accurate billing and payment trackers, including applications submitted, invoices raised, remittances received, disputed amounts and aged debt positions.
- Liaise professionally with clients regarding AFPs, purchase orders, timesheets and billing queries, ensuring information is accurate and responses are timely.
- Support the administration of new orders by maintaining order registers, chasing documentation and ensuring records are complete and auditable.
- Liaise with subcontractors and suppliers to review and process AFPs and invoices while maintaining accurate cost records.
- Maintain commercial document control systems, ensuring job files, permissions, version control and supporting records are organised and audit-ready.
- Prepare commercial information packs, summaries and supporting evidence to assist with meetings, reviews and negotiations.
- Support commercial audits and internal compliance checks by gathering records and maintaining accurate supporting documentation.
- Contribute to continuous improvement initiatives by helping develop and enhance templates, trackers, reporting processes and document control procedures.
We’d love to hear from you if you have:
- Experience in a commercial, financial, contracts administration or operational support role.
- Advanced Microsoft Excel skills, including formulas, XLOOKUP/VLOOKUP, Pivot Tables, SUMIFS, COUNTIFS, data validation and management of large datasets.
- Strong numerical and analytical abilities, with excellent attention to detail and confidence working with complex spreadsheets.
- Experience managing high-volume administrative tasks while maintaining accuracy and consistency.
- Excellent organisational skills and the ability to prioritise workloads effectively to meet deadlines.
- Strong communication and stakeholder management skills, with confidence in obtaining information and following up on actions professionally.
- A proactive approach, with the ability to identify issues, highlight risks and suggest practical improvements.
- High levels of professionalism, discretion and integrity when handling commercial and financial information.
- Confidence working independently while collaborating effectively within a wider team.
Whilst not essential, it would be advantageous if you have:
- Experience supporting billing, applications, forecasting, CVRs, KPI reporting or management accounts.
- Experience of contract administration processes, including purchase orders, AFPs, supplier invoices and document control.
- AAT qualification (or working towards) or a similar finance/commercial qualification.
- Experience using reporting and data visualisation tools such as Power BI.
- Previous experience within construction, infrastructure, utilities, rail, forestry or civil engineering environments.
What we’re looking for:
We're looking for a highly organised and detail-oriented commercial professional who enjoys working with data, processes and reporting. You'll take pride in producing accurate information, maintaining robust records and supporting operational and commercial teams to achieve successful project outcomes.
As this role works closely with operational and commercial colleagues, it is office-based to encourage collaboration, provide effective support and strengthen our One Team culture.
What you can expect from us:
- Competitive basic salary, reviewed annually.
- Annual performance related bonus.
- Employee Assistance Programme offering wellbeing, legal and financial support.
- 24/7 online GP access for you and your family.
- A range of retail, leisure and lifestyle discounts.
- Regular social events, including our Summer Family Day and COOMBESmas celebration.
- Length of service awards.
- Opportunities to contribute to our Social Value work through volunteering and fundraising.
COOMBES UK is a leading Arboricultural and Forestry Contractor with over 20 years of experience in the forestry sector. We’re known for our expertise, high standards and deep understanding of forestry operations.
We’re also a key delivery partner in the Rail industry, providing a wide range of off track services and minor civils works for Network Rail and major contractors. As we continue to grow, we’re delivering significant projects across woodland management, timber harvesting, rail operations and civil engineering nationwide.
As a family run SME, we work closely together and operate as one team. The dedication, skill and integrity of our people sit at the heart of our success. We value transparency, accountability and supporting one another to excel.
Our commitment to Diversity and Inclusion:
We’re committed to creating a workplace where everyone feels valued, respected and able to thrive. We welcome applications from people of all backgrounds and ensure fair, inclusive treatment throughout the hiring process.
Even if you don’t meet every requirement, we encourage you to apply - you may be the perfect fit for this role or future opportunities within COOMBES.
Pay: £35,000.00 per year
Work Location: In person
