Commercial Administrator

6 months ago

London, United Kingdom Frankham Consultancy Group Full time

**We are looking for a Commercial Administrator / Team Secretary to proactively champion and monitor the performance by the Profit Centre team of commercial and financial administrative tasks in compliance with Frankham policy and procedures.**:
**Main Responsibilities**
- With the delegated authority of the Profit Centre Manager, to direct the Project Teams to comply with Company Policy and Procedures on Commercial and Financial Matters.
- To work with the Project and Profit Centre Teams and Profit Centre Manager to improve compliance with existing Company Commercial and Financial policies and procedures.
- To perform identified commercial and financial administrative tasks as delegated by profit centre management and executive management, on behalf of the Profit Centre.
- To support the Profit Centre Manager in collating and preparing commercial and financial information used to manage the Profit Centre and report on current and predicted performance.
- Work with the Company’s Finance Team and Group Commercial Director to play a lead role within the Profit Centre in ensuring Profit Centre teams have the required Workbench training and Commercial information and knowledge to work productively.
- To support the improvement in commercial and financial management of Projects and Profit Centres, by engaging in the development of improved policies and procedures.

**Job Requirements**

**Compliance Management Role**:
Monitor, direct and work with the Project Teams to ensure that the following tasks are performed in a timely manner and in accordance with Company policies and procedures by the Project Lead and/or Profit Centre team:
During Project Bid:

- FCG Bid has been correctly filed by Bid Team.

During Project Initiation/Set Up:

- Ensure that the file structure is correctly set up from the outset.
- Ensure that the fee bid information and briefing pack is communicated to the Project Lead and has been filed correctly.
- FCG Project Lead has obtained written agreed instruction, brief, price and payment schedule and signed written contract/terms and conditions with the Client that is filed correctly.
- FCG Project Lead has a cost budget for delivery and target gross profitability (to be discussed and agreed by Project Lead with PCM).
- Project has been correctly set up on Workbench. (Initial project set up by Marketing to be converted and multi-discipline (if applicable) sub-jobs set up.
- FCG Project Lead has agreed written brief and price and payment schedule and signed written contract/terms and conditions with any supply chain used on a Project.
- FCG Project Lead has obtained a valid Purchase Order from the Client and that this is filed correctly.

During Project Delivery:

- Project Lead initiates preparation of and issuing of invoices in accordance with the Revenue Forecast on Workbench, at the earliest opportunity within each month. I.e. invoices that can be raised during the month, are not left until the end of the month.
- Project Lead raises Credit Notes that are first reviewed and approved by the Profit Centre Manager before being implemented.
- Profit Centre Team complete timesheets in a timely and correct manner, which are reviewed and approved by the relevant Manager, in accordance with Company Policy and Procedure.
- Profit Centre Manager and Team Leaders have access to information on, and review team timesheet completion and productivity on a regular basis.
- Project Profit performance is proactively monitored and managed by the Project Lead and Project Team. Project Lead and Team is supplied with Project Profit information on a regular basis that is discussed and actioned on a regular basis.
- Project Lead and Team assist in the performance of the Client Pledge and recovery of Debt, in accordance with Company Policy and where appropriate e.g. to resolve technical/delivery issues that are holding up payment.
- FCG Project Lead proactively identifies, logs and manages to Client agreement any Change Controls on a Project, any resultant changes to Fee and invoices accordingly. Project revenue forecast and budgets are maintained to incorporate any agreed change controls/variations to FCG’s Fee.
- Project data is maintained/up to date on Workbench.
- Project Lead requests and obtains variations to Purchase Orders as required during Project Delivery.

During Project Close Out:

- Project Lead manages commercial and financial close out of the Project.

**Commercial/Financial Administrative Role**:
Perform the following administrative tasks as delegated by the Profit Centre Manager.

During Project Initiation/Set Up:

- Where directed by Profit Centre Manger, liaise with Client on obtaining Project Purchase Order.

File the draft Contract documents, based on information supplied by the Project Lead, for issue to client for agreement; managing the distribution and filing of comments/versions within the Profit Centre team; liaising with Company Contract Administration team to organise for final agr

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