Team Commercial Controller & PA

Job Title - Team Commercial Controller & PA

Location - Sidcup, Kent

Hours - 8.30am to 5pm (Hybrid will be discussed after probation period)

Salary - £35K to £40K DOE

Benefits - Great benefits offered

Job Summery -

I am excited to be working on this role with a well-known and well-established company in Sidcup. Your main role is to support the Director and the team in delivery of PA and administrative duties as well as forecasting and management of the team financial performance.

Job Duties:

• Maintain revenue forecast on a regular basis to meet reporting and invoicing needs.
• Maintain sub-consultants forecast, monitor fees and check sub-consultants' analysis against invoices and forecasts as well as maintaining the department Pipeline forecast.
• Assist with financial data and reporting as requested within the team.
• Investigate and resolve financial anomalies.
• Track, record and maintain records of all multi-disciplinary fees, splits and programmes liaising with Lead PCM/Assistant Manager when necessary.
• Draft and raise invoices for review and approval and subsequently issue to clients.
• Assist in producing Sub-consultants Contracts and communicate with subconsultants in relation to invoices/orders etc.
• Proactively communicate with debtors to obtain confirmation of payment debts for all unpaid invoices.
• Prepare and issue a weekly report summarising unpaid invoices and confirmed payment dates/actions required to enable payment.
• Liaise with Clients regarding Contracts, Fee Agreements, Invoicing and Purchase Orders etc.
• Support team leaders in monitoring timesheets and notify team leaders of any discrepancies or observations for team leaders to action and resolve.
• Proactively obtain data required to discharge duties above from Line Manager, Team Members and other PCM's and Job Managers, Client's etc.
• Attend, minute and prepare reports for Team / Management / PCM / Resource and Operational / Business Development meetings.
• Responsible for direct reports; manage, delegate, set tasks, monitor workload, carry out 1-2-1's and appraisals and train and develop - when required.
• Assist the team with their day to day secretarial & administration tasks including,

preparing, formatting, and issuing specifications, reports, minutes, fee proposals, letters and general correspondence, acting as Document Controller on delegated projects.

• Assist in the development and maintenance of the client database
• Assist in the production of project case studies and other marketing material, company intranet & website updates etc.
• To assist in the day-to-day implementation of office quality assurance and environmental procedures, including ensuring all information issued by the division is done so in accordance with document management standards and all work is carried out to a high standard.
• Arrange meetings, providing administrative support where needed, including organising provision of food and refreshments where required.
• Assist in maintaining training & skills records & organising booking of training courses.
• Assist in the procurement and allocation of PPE and other tools and equipment.
• Assist in organising travel & accommodation for the team.
• Maintaining team annual leave records.
• Schedule, attend and support meetings, including collation & issue of information, production of agenda and taking & issuing minutes etc.
• Assist the team in maintaining their diaries and arranging appointments.
• Assist in managing the diary of the Profit Centre Manager.

Technical Aspects of the Role

• To have and develop sufficient breadth of knowledge and experience in Business Administration and Finance to be able to advise and guide the project team effectively to maximise financial performance of project delivery and future planning, and to be credible in the eyes of the client and the team.
• Be able to understand and ensure compliance with the relevant technical, health, safety, and environmental standards.
• Able to assist the Line Manager in the review of our financial systems and other reports relating to; job profitability, revenue forecasting, invoicing, employee productivity, aged debtors etc and reporting anything that may cause a variation to the above at the earliest opportunity.
• Ensure that the Business Management System and the Quality Management System is followed so that professional Project Management and Quality Assurance plans and processes are adopted and implemented throughout the team.
• Working knowledge of Business Management System, QMS System, Industrial Relations Framework and HR policies

Management

• Control and monitor work to ensure that delegated duties are delivered within the timescale, and quality parameters set and agreed with the Line Manager and that time is accurately recorded.
• Monitor adherence to use of Project/Design/Change/Client Management processes and procedures to ensure they are being actively adopted by staff across all disciplines and where resolution cannot be achieved at a project level, report non-conformances to Line Manager and Team Leaders.
• Control and monitor progress of direct reports to ensure delivery timelines and quality of service remains on track.
• Help to maintain strong client relationships in conjunction with the Line Manager.
• Ensure the timely issue of invoices and the execution of the Client Pledge in liaison with the Line Manager.
• Aid the Line Manager with the interview and recruitment of staff.
• Assist in resolving disputes with clients, sub-contractors and employees.
• Assist the Line Manager in arranging and executing appraisal interviews with technical members of staff.
• Arrange and undertake appraisal interviews with administrative members of staff, with the support of the line manager

Key Attributes and Behaviours

• Be enthusiastic, proactive, flexible, and adaptive in the pursuit of achieving planned team goals and targets and change requirements.
• Able to influence and collaborate with other team members.
• Provide others in the team with a clear sense of purpose and direction, stimulating a productive team climate where members participate and feel involved.
• Provide feedback and encourage others to contribute ideas and opinions.
• Able to maintain a balance between driving people and releasing their own potential.
• Project a strong sense of confidence in ability to handle difficult situations and achieve results.
• Display persistence, determination, and energy in overcoming obstacles.
• Able to influence and support in commercial policies by understanding gross margin performance needs and be able to read and understand contracts.
• Ability to create and deliver logical and influential reports and presentations.
• The ability to plan your own work, work on your own initiative and meet deadlines.
• The ability to manage pressure and conflicting demands and prioritise tasks and workload.
• Be reliable, honest, flexible and adaptable.
• Be discrete and trustworthy, you may be party to confidential information.

Qualifications and Training

Essential - 5 Years' experience working in a similar role.

Desirable - A minimum of 5 GCSE's at Grade A*-C/9-4 level, including English &

Maths

• Desirable - Level 3 or higher qualification in Business Administration, Finance or Accounting

This is an outstanding opportunity to join a forward-thinking company where your contributions will truly make an impact. The role offers not just a job, but a chance to build a long-term, rewarding career with a team that values growth, innovation, and collaboration. If you're ready to take the next step and be part of something exciting, don't wait, apply today and start shaping your future!

Please be aware this advert will remain open until the vacancy has been filled. Interviews will take place throughout this period, therefore we encourage you to apply early to avoid disappointment.

Tate is acting as an Employment Business in relation to this vacancy.

Tate is committed to promoting equal opportunities. To ensure that every candidate has the best experience with us, we encourage you to let us know if there are any adjustments we can make during the application or interview process. Your comfort and accessibility are our priority, and we are here to support you every step of the way. Additionally, we value and respect your individuality, and we invite you to share your preferred pronouns in your application.