Contracts Administrator

Location: South East London

As our Commercial Administrator, youll play a key role in supporting the commercial and financial management of our Arboricultural operations. Working closely with the Commercial Manager, you will help maintain strong controls across orders, cost capture, billing, forecasting and reporting, ensuring accurate and timely information is available to support business performance. This is a varied and detail-focused role within a growing SME, where your ability to manage high volumes of data, maintain accurate records and proactively identify issues will make a real difference.

You'll take ownership of essential commercial administration activities, enabling the Commercial Manager to focus on higher-value commercial management and strategic priorities. ? In this role, youll: ?

Provide day-to-day commercial and financial administration support to the Commercial Manager (ARB), helping maintain effective control of orders, cost capture, billing and reporting. Take ownership of high-volume administrative and data-driven activities, allowing the Commercial Manager to focus on forecasting, contract review, negotiations and stakeholder management. Maintain and update commercial trackers and reporting spreadsheets, including billing, applications, purchase orders, aged debt, timesheets and cost records, ensuring a high level of accuracy at all times.

Collate, validate and process timesheet and cost information, ensuring supporting documentation is complete, consistent and submitted in line with internal deadlines. Support the monthly forecasting and CVR process by preparing initial data, updating project trackers and highlighting missing information, variances or anomalies. Assist with management reporting and KPI monitoring by maintaining dashboards and commercial reporting tools, ensuring data integrity and timely updates.

Support the internal billing process by preparing supporting documentation, raising draft applications and AFPs where required, monitoring progress and identifying potential delays. Raise sales invoices where required, track payments, maintain accurate communication records and escalate disputes or overdue debt promptly. Maintain accurate billing and payment trackers, including applications submitted, invoices raised, remittances received, disputed amounts and aged debt positions. Liaise professionally with clients regarding AFPs, purchase orders, timesheets and billing queries, ensuring information is accurate and responses are timely.

Support the administration of new orders by maintaining order registers, chasing documentation and ensuring records are complete and auditable. Liaise with subcontractors and suppliers to review and process AFPs and invoices while maintaining accurate cost records. Maintain commercial document control systems, ensuring job files, permissions, version control and supporting records are organised and audit-ready. Prepare commercial information packs, summaries and supporting evidence to assist with meetings, reviews and negotiations.

Support commercial audits and internal compliance checks by gathering records and maintaining accurate supporting documentation. Contribute to continuous improvement initiatives by helping develop and enhance templates, trackers, reporting processes and document control procedures. ? Wed love to hear from you if you have:
Experience in a commercial, financial, contracts administration or operational support role. Advanced Microsoft Excel skills, including formulas, XLOOKUP/VLOOKUP, Pivot Tables, SUMIFS, COUNTIFS, data validation and management of large datasets. Strong numerical and analytical abilities, with excellent attention to detail and confidence working with complex spreadsheets. Experience managing high-volume administrative tasks while maintaining accuracy and consistency. Excellent organisational skills and the ability to prioritise workloads effectively to meet deadlines.

Strong communication and stakeholder management skills, with confidence in obtaining information and following up on actions professionally. A proactive approach, with the ability to identify issues, highlight risks and suggest practical…