Commercial Administration Assistant -office design

Posted 8 May by Cityspace Management Ltd
Ending soon


Cityspace Management Ltd

JOB TITLE: Administration Assistant

DEPARTMENT: Contracting

REPORTS TO: Commercial Director

HOURS: 24 hours per week part-time

SALARY RANGE £ (pro rata per annum) salary competitive

LOCATION: London Office

Company Purpose: To provide a design, construction, and relocation service to the commercial office sector

Job Purpose: The role of the administration assistant, supported by the Cityspace team, is to provide an administration service to the commercial director.The role focuses on, supporting the commercial director with cost estimates, procurement, ordering, and general office administration for a busy design and construction office. The role also involves assisting in the production of presentations for new business.

Job Summary:

Cityspace is one of the UK’s leading specialists in office design; project management, fit out, refurbishment and furniture supply. It has been established for over 31 years and provides services across the entire office sector.

The administration assistant is part of the Cityspace team and will play an integral role in the growth and development of the Cityspace business. This is a development role for an individual who will have the opportunity to contribute to all aspects of the Cityspace business.

The job role is based in the London office. The post holder will be responsible for the day-to-day administration of estimates/orders for construction and furniture services, ensuring that information is obtained, stored, reviewed, and updated centrally.

The post holder will be required to.

Promote the Cityspace business

Work as a member of a team (attending team meetings as appropriate)

Report annual leave and sickness absence as per Cityspace policy

Maintain an online diary of work activity

Ensure that Cityspace strategic objectives are met

Act with honesty and integrity

Work with the Cityspace team (and other relevant contractors) to evaluate the service

Specific Role Duties

The role will require the knowledge and skills to:

Support the Commercial Director to deliver and evaluate the commercial service through.

Organizing site surveys to inform estimating processCoordinating sub-contractor site visits

Inputting costs in accordance with the commercial brief

Maintaining dialogue with the commercial director on the procurement and estimating process

Raising purchase orders as requested by the Commercial Director

Invoicing data for accounts

Updating the accuracy of subcontractor records

Provide support to produce client presentations

Assembly of O&M manuals as directed by Site managers

Strategic Duties

Keep abreast of current and future administration systems and processes and use that knowledge to inform cityspace quality initiatives

Work with team to embed the aims and objectives of Cityspace to potential clients

Contribute to meeting Cityspace marketing objectives

Ensure commercial administration systems and processes are fit for purpose

Management and Governance responsibilities

Support the commercial director in the development of all cost plans

Ensure all cost plans are appropriately filed centrally

Process contract variations for the Commercial Director for agreement

Ensure all contractor estimates are accurate (numerically and grammatically)

Development Responsibilities

Working with the Commercial Director, develop knowledge and skills in the wider procurement process

Contribute to the development, implementation, and evaluation of the Cityspace strategic plan

Develop administration structures and processes to ensure the smooth running of the service

Work with the appropriate project manager to ensure that they have access to appropriate estimating information and resources to support the construction management process

Keep abreast of changes in the workplace that may impact on how the administration service is managed

Take individual and collective responsibility for professional and personal development of self and colleagues.

This job description although covering the main responsibilities of the post is not exhaustive and may be altered.

May be required to undertake occasional travel.

Required skills

  • General Admin
  • Humor
  • Presentations
  • Self Management

Application questions

Are you educated to minimum A level standard in English and Maths?
Are you resident in the UK?
Do you have a minimum of 4 years Adminstration experince?

Reference: 42663880

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