Commercial Administrator

Role Purpose The Commercial Administrator provides high-quality administrative and commercial support to ensure accurate order processing, quoting, invoicing, goods receipt, and delivery documentation. The role also supports the organization's ISO 9001 Quality Management System (QMS) through controlled document administration, record keeping, and process adherence to ensure consistent customer service, traceability, and compliance. Key Responsibilities Commercial Administration & Customer Support - Act as a key point of contact for customers and internal stakeholders for order progression, documentation queries, and general commercial support. - Maintain accurate customer, order, and job records within QuickBooks, Workday, and associated systems. - Support the commercial and operational teams with day-to-day administrative activities to ensure timely delivery and customer satisfaction. Quoting & Order Processing - Prepare and issue customer quotations in line with approved pricing structures, lead times, and commercial terms. - Ensure quotations are accurate, complete, and issued within agreed timeframes. - Convert approved quotations into sales orders and ensure all order details are correct and authorized. - Liaise with operations, stores, and suppliers to confirm product availability, lead times, and delivery requirements. Invoicing & Financial Administration Support - Raise customer invoices accurately and promptly using QuickBooks, aligned to sales orders, delivery notes, or contractual milestones. - Verify pricing, quantities, tax treatment, and customer reference requirements prior to invoice issue. - Prepare credit notes where required, ensuring appropriate approval and audit trail. - Support finance with invoice queries and dispute resolution to improve cash collection and customer satisfaction. Goods In (Receipt & Control) - Process goods-in activities, ensuring received items match purchase orders and delivery documentation. - Record goods receipts accurately, including quantities and reference details, in relevant systems. - Identify discrepancies, damages, or shortages and raise these in line with quality and purchasing procedures. - Liaise with suppliers to resolve goods-in issues and ensure corrective actions are completed. Delivery Notes, Dispatch & Logistics Administration - Prepare and issue delivery notes, packing lists, and dispatch documentation in line with customer and internal requirements. - Coordinate with warehouse/dispatch teams and logistics providers to support on-time delivery. - Maintain proof-of-delivery records to support invoicing accuracy and customer query resolution. ISO 9001 Quality Management System Administration - Support ISO 9001 compliance through document control activities, including formatting, version control, approval tracking, distribution, and archiving. - Maintain quality records in accordance with retention and traceability requirements (e.g. orders, delivery notes, invoices, non-conformance records). - Assist with internal and external audit preparation by ensuring documentation is complete, current, and easily retrievable. - Support corrective and preventive actions (CAPA) administration by tracking actions and filing objective evidence. - Promote adherence to documented processes and suggest improvements to reduce errors and rework. Systems & Tools - QuickBooks – invoicing, financial administration - Workday – employee, workflow, and administrative processes - Microsoft Office – Excel, Outlook, Word, Teams - Document control systems (e.g. SharePoint or QMS platform) Skills, Knowledge & Experience Essential - Previous experience in a commercial, administrative, finance, or operations role. - Strong understanding of quoting, order processing, invoicing, delivery documentation, and goods-in activities. - High attention to detail and excellent data accuracy. - Competent user of QuickBooks, Microsoft Office, and business systems. - Experience working in an ISO 9001-controlled environment or strong understanding of quality systems and document control. - Strong organizational skills with the ability to manage multiple priorities and deadlines. Desirable - Experience in an engineering, manufacturing, or service environment. - Exposure to Workday workflows or reporting. - Familiarity with non-conformance reporting and CAPA processes. - Knowledge of Canadian invoicing or tax requirements (asset-dependent). Core Competencies - Customer-focused and service-oriented - Process-driven with a strong compliance mindset - Organized, methodical, and dependable - Proactive problem-solver - Strong communication and teamwork skills Key Measures of Success - Accuracy and timeliness of quotations and invoices - Goods-in accuracy and discrepancy resolution time - Delivery documentation completeness - QMS record accuracy and audit readiness - Internal and external customer satisfaction Compliance & Conduct The role holder must comply with all company policies, including Health & Safety, Data Protection, Confidentiality, and Quality Management requirements.