Commercial Administrator
3 days ago
XDP is the largest privately owned freight carrier in the UK and has built a reputation for reliability and quality of service over the last 25 years. What sets XDP aside from other delivery companies is the fact that we operate our own logistics network of over 65 UK overnight parcel depots. Our 9-acre central distribution site is well positioned in the heart of the Midlands, operating a manual sortation system with a capacity to handle in excess of 30,000 parcels per night.
Role: Commercial Administrator & Receptionist
Business Function: Administration
Reports to: PA to Managing Director
Business: XDP Limited
**Salary**: £ Competitive + Benefits Per Annum
Part-Time Hours: Mon-Fri 9:00am to 3:00pm - 25 hours weekly
**Purpose of the role.**
This newly created role will assist the PA to Managing Director with administration
The business is looking for a Commercial Administrator who has superb attention to detail and is meticulous when it comes to the detail of their work.
The role perfectly suits someone who is organised, takes pride in their work, and is a keen collaborator, not phased to help where required and get stuck in to ensure workload is complete.
This business is fantastic at investing in its staff and development so if you wanted a chance to study a qualification or progress further within, the opportunity to do that is here for you.
It is important that the role consistently demonstrates the company’s values and behaviours.
**Deliverables**:
**Reception**
- Meet, Greet &
- sign in visitors to the business, offering a warm welcome including organising drinks upon arrival, organising teas / coffees for meetings
- Responsible for accepting and receiving deliveries.
- Opening and Distribution of daily post, and franking post in readiness for Royal Mail collection service.
- Monitor car park visitor arrival & parking space allocation
- Manage “Inventry access system” ordering & reordering new ID badges / organise temporary passes
- Consult with tenants situated at Head Office & mange leases & any issues that may arise
- Ensuring the reception area is always kept clean & tidy
- Booking of hotels/flights (as & when requested)
- Assisting visitors with queries including providing information on available vacancies
- Setting up rooms for meetings including a conference facility
**Commercial Administration**
- Approval of invoices relating to tenants' rents, utilities, hire equipment & business services i.e., cleaners
- Maintain records for utilities & meter reading invoices/values
- Liaise with Landlords or Landlords’ agents regarding commercial properties & leases, including maintaining existing lease records, updating & issue property lease information
- Oversee business rates of commercial properties & Head office
- Consult with insurance companies and keep Business policies up to date
- Liaise with contractors both head office & commercial properties & organise/co-ordinate any works required
- Update & maintain all records on company mobile phones
- GDPR (General Data Protection Regulation) - Keep certificate up to date (information commissioners’ certificate)
- Liaise with the XDP H&S officer recording any maintenance team required requests at both Head Office & within the XDP network
- Identify potential new depot locations
- Liaise with insurance broker reference to policies, accidents & Personal Injury claims including solicitors as & when required
- Liaise with depot managers on all matters concerning the depot/properties
- Oversee supplier documents (i.e., proofreading contracts & T&Cs)
- Oversee and manage relationships with telecom providers, inclusive of contract management and issue recording through to resolution.
- Liaise with IT contract provider for the supplying of equipment & issue resolution
- Requesting quotes for various aspects & areas of the business
- Maintain progress records and keep up to date
**Critical Competencies & abilities required for the role**:
- Attention to Detail
- Initiative
- Planning & Organising
- Organisation sensitivity
- Problem Analysis
- Confidentiality
**Experience**:
- Knowledge / Understanding of Contract Law practices
- Strong written and verbal communication and be able to use IT platforms.
- Ability to influence at all levels
- Proven experience producing reports
- Ability to work autonomously and as part of a team
**Other Significant Role Requirements**:
- Experience of liaising & consulting with external stakeholder organisations
- Previous experience of working in a property & contract co-ordination role or similar
- High standards and strong attention to detail
- The ability to interact with, and influence, key stakeholders at all levels with confidence and credibility
- A high level of confidentiality
- Extremely well organised with sound planning skills
- Initiative-taking approach
**Scope of Role**:
Working independently to oversee property and contractual requirements along with Reception & Administration
**T
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