Commercial Assistant

I am currently recruiting for a Commercial Assistant for one of my clients in Chesterfield. This role is full time office based, working 9am :30pm with a 30-minute break. Salary is £26,000 - £32,000 dependant on experience.

This role would suit a commercial assistant who has experience assisting commercial, bids/marketing and project managers with routine tasks. You will have excellent time management, be able to prioritise effectively and have strong communication skills.

About the role

• Monitor incoming and outgoing correspondence under your control and ensure this is effectively communicated to the applicable people within the business and actioned accordingly
• Ensure all pertinent and important documentation is stored and organised on the company SharePoint system under Commercial
• Assist with marketing activities
• Process incoming commercial enquiries and either handle or forward to management as appropriate
• Ensure enquiry and tender trackers are regularly updated and accurately maintained
• Maintain and update tender and enquiry folders, maintaining version control
• Reviewing enquires and tenders, understanding requirements and deadlines, and distributing requirements to relevant teams
• Assist with the preparation, formatting and submission of response to enquiries and tenders
• Working with commercial, technical, SHEQ, legal, financial and other teams to gather necessary information, documentation and content required to support responses to enquiries and tenders
• Coordinate internal team inputs and ensure deadlines are met
• Consolidate sections and/or documents developed by others team members into the required tender/enquiry format, ensuring tender/enquiry documents are accurate, compliant, and formatted correctly
• Working closely with the Bid Manager to develop and maintain the content library
• Assist with the compilation of cost estimates and pricing documents
• Liaise with suppliers and subcontractors to collect quotes and verify documentation
• Daily data collection and tracking
• Assist in maintaining the monthly operational cost tracker for use in Payment Applications (PAs)
• Compile the necessary backing documentation for each PA
• Help prepare and submit monthly Operational and Recharge PAs in accordance with the Invoice Procedure
• Keep the PA/Invoice Register updated with all relevant details (PA number, description, value, invoice number, due date, and payment status)
• Assist in preparing AFP forms for client approval, ensuring all required information is complete (project reference, AFP number, supplier details, quotation reference, estimated cost)
• Track AFPs through their lifecycle, from preparation to client countersignature and procurement
• Update and maintain the AFP Register accurately, ensuring each AFP is logged with supporting documents
• File all AFP-related documents (form, supplier quotation, client approval, invoice) in the correct SharePoint folders
• File invoices in the correct supplier and AFP folders, ensuring proper organisation and traceability and update AFP registers showcasing the relative AFP number with the associated PA and invoice number
• Link each supplier invoice to the correct Payment Application in the PA Register
• Assist with setting up and maintaining project management procedures and office workflows
• Support the preparation of reports, presentations, and client updates as requested
• Schedule and prepare for project meetings, including compiling agendas and taking minutes

How to apply

To apply for this role or to find out more information, please send a CV to Hayley Wood.

If you are seeking a career move but this position is not right for you please browse the other vacancies on our website. We are specialists in Bid Recruitment, Marketing Recruitment and Business Development Recruitment and have a range of posts available. We also welcome speculative applications.