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Business Support Specialist
2 months ago
Job Summary
We are seeking a highly organized and detail-oriented Commercial Operations Assistant to join our team at VINCI Facilities. As a key member of our commercial and operational team, you will play a vital role in ensuring the smooth operation of our business processes and procedures.
Key Responsibilities
- Maintain and update commercial trackers to ensure accurate and timely reporting.
- Provide general support to the commercial and operational teams as required.
- Order materials and supplies for site operations.
- Administer purchase cards and manage expenses.
- Enter costs into our CAFM (database) system for accurate tracking.
- Prepare quotes for clients and update registers to ensure seamless communication.
- Report on completed work and support the commercial team in creating applications for payment.
- Validate and process sub-contractor invoices in a timely manner.
- Monitor and manage generic email inbox, assigning emails to relevant owners.
- Audit and review processes to ensure compliance and efficiency.
Administrative Responsibilities
- Order and maintain consumable stock levels to ensure optimal operations.
- Process holiday, expenses, and overtime claims as required.
- Review Maximo reports and chase outstanding jobs to ensure timely completion.
- Collate engineer reports and timesheets to support service delivery.
Requirements
- Experience with COINS (desirable)
- Previous experience in buying, purchasing, or invoicing
- Strong administration skills
- Commercial Assistant experience (minimum 1 year)
- Facilities Management experience
What We Offer
We offer a competitive salary, 26 days holiday (plus bank holidays), generous pension contribution, life assurance, and more. As a valued member of our team, you will have access to additional training and development opportunities to support your career growth.
About VINCI Facilities
VINCI Facilities is a leading 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.
Fairness, Inclusion, and Respect
We recognize and celebrate individual differences and commit to equity of opportunity and fair treatment of all current and potential employees. We encourage job applications from all and offer flexible working arrangements to support work-life balance.
