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Commercial Administration Assistant United Kingdom, United Kingdom Up to 24,000

Commercial Administration Assistant

Location: United Kingdom, United Kingdom |
Salary: Up to 24,000 |
Posted: 30 Jul 2019 |
Business Unit: UK Secure Solutions |
Contracted Hours: Full-time |
Employee Status: Permanent |
Reference: 190001E7-internal

The Commercial Administration Assistant role is an important position within the Northern Ireland division of the G4S Secure Solutions business. Reporting into the Finance Manager, the post holder will need to demonstrate a both commercial and operational acumen in a role that may encompass a wide range of responsibilities that will demand attention to detail, working to deadlines as well as flexibility in their approach to ‘getting the job done’.

 

The role is office based in Belfast but will require and allow for some flexibility in working from alternative sites including attending client meetings as required.

 

Your primary role will be to support the Finance Manager in the production and delivery of client invoices, processing of PO requests and working closely with the respective client departments to ensure monitoring and recording of POs (Purchase Orders), GRNs (goods/services received), and scheduled duties (using spreadsheet tables) for billing.

 

The role will also require the ability to review and interpret contractual documentation; maintaining records that demonstrate contractual compliance and working with operational colleagues to ensure that all contractual obligations are being met.

Role Responsibility:

  • Reconciliation of duties performed by over 500 staff
  • Liaising with client departments on a daily / weekly basis regarding POs and the validation of duties (GRNs) to ensure they are completed and forwarded to their respective departments in a timely manner
  • Meticulous monitoring and recording of POs (Purchase Orders), GRNs (goods/services received), and scheduled duties (using spreadsheet tables) for billing
  • Assisting the Finance Manager in the weekly/monthly monitoring and reconciliation of services provided
  • The production of c60 invoices per month for distribution to the client plus the monitoring and reconciliation of payments.
  • Providing support to the Finance Manager and updates to the Management team as required.
  • Working closely with local support functions and with ‘remote’ shared service support functions to ensure all aspects of the business requirements are being effectively reported.
  • Working closely with the operational teams to develop an understanding of how the business works and understanding the idiosyncrasies of over 50 client locations across 8 separate service functions
  • Familiarise yourself with the scheduling tool to be able to interrogate data and provide internal data reports
  • Undertake wider administrative duties as required to meet ever changing organisational requirements.



  • 5 years checkable work history
  • Unrestricted right to work in the UK/EU
  • Fluent written and spoken English
  • Excellent IT skills e.g. Microsoft Excel, Word, Powerpoint & Google Mail
  • Understanding of P&L management
  • Have experience working within accounts/administration
  • Possess excellent attention to detail, be organised methodical and accurate
  • Have excellent numeracy and communication skills - must have good interpersonal skills to liaise with team members and client departments both verbally and in writing
  • Have a proven ability to plan and prioritise workload to meet deadlines
  • Strong work ethic and the ability to work on own initiative as well as effectively contributing to the team environment
  • Ensure the service we provide is of the highest quality to meet the needs/expectations of the client and the Management team
  • Assist and support Management with reports/updates and analysis as required.
  • Be prepared to challenge the status quo in identifying process efficiencies and looking for innovative ways to improve service delivery.

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