Commercial and Administration Officer

Description:

We are recruiting for a Commercial and Administration Officer for a leading Defence & Space organisation based in Portsmouth.

The Commercial Officer will be part of and support the Integrated Project Team (IPT) covering Telecoms Payload equipment procured from the Supplier and their sub-tier supplier. A core responsibility of the TP Commercial Officer is to provide the highest level of service by collaboratively working with the IPT and its tools to support specific goals relating to contractual obligations to the Project and End Customers

Responsibilities:

The TP Commercial Officer shall be responsible for and carry out the following:

● Issue of Request For Proposals (RFP) / Request For Information (RFI)

● Evaluation of quotations and proposals

● Preparation of Tender Evaluation Board documentation (where necessary)

● Drafting, agreement and release of standard Internal Work Orders

● Work Order updates and changes

● Ensuring all Work Orders and changes are correctly logged in SAP

● Completion of Purchase Order creation form and ensuring signed agreements are correctly logged in SAP

● Supporting the telecoms bid team in Portsmouth in obtaining bid inputs from Project and their lower-tier supplier. The TP Commercial Officer will report into the IPT Industrial Manager and work alongside the Integrate grated Project Team

TP Administration Officer (50%)

The TP Administration Officer will be tasked to coordinate the delivery of specific Payload Project activities. These activities will be centred around the Payload business area and at times; coordination and support will be sought from colleagues and Project Managers, for consistency and best practice. A core responsibility of the TP Administration Officer is to provide the highest level of service by collaboratively working with the Project Team and its tools to support specific goals relating to contractual obligations to the Project and Customer.

The TP Administration Officer shall be responsible for and carry out the following:

Document Processing

● Reviewing and processing minutes in WindChill o Document change management

● Distribution of documents in a timely manner as per Customer requirements o Formal Distribution/ Storage – Via WindChill and then SharePoint/Airbox o Informal Distribution / Storage – Via File Transfer Protocols

● Downloading and Uploading data to/from the Customers / Suppliers using FileZilla and or File Transfer Protocol Server

● Jira Support

Meeting Co-ordination

● Visitor Requests / Escorting when necessary / Catering Requests / UK visits to site

● IM Support o Liaison in regards to Meeting rooms requirements for particular meetings

● Organise on-site and international meetings and visits in support of Project o (Advance submission of visitor forms to site security, greeting visitors, arranging rooms & refreshments, ensuring availability of equipment, liaising with meeting host and venue staff to ensure meetings run smoothly)

Travel and Expenses

● To provide information to all engineers or Project Team on the Travel/Expenses tool by sharing the Hub link

● Organise business travel o Short Haul – done via Travel Tool o Long Haul – done via the phone o Transport co-ordination – Taxis both in country and out of country

Experience Required Essential –

● A confident and articulate communicator, able to positively co-ordinate effectively at all levels, particularly with Department Heads, Business Teams and Project Managers.

● To be fluent and competent in tools, such as WindChill, Jira, Airbox and SharePoint, showing confidence in data entry, navigation and transmission of information.

● Ability to work effectively within a multinational and diverse working environment, both as part of a team and independently.

● Good IT, interpersonal and communication skills essential and the ability to engage with internal points of contact as well as our customers to obtain detailed information.

● Organised and excellent Time Management.

● To be able to multitask as well as focus on the job at hand.

● To be a Fast learner, show initiative and confident to share new ideas.

● Enthusiastic, keen and a good sense o

Desirable:

●To be able to translate information from the Management Dashboard and to support, when required, the collation of information from Project Managers and or Work Area Managers

● Able to offer ad hoc support to key stakeholders for priority topics without impacting current work load

● To have undertaken the Export Compliance Training in MyPulse.

This is an umbrella contract, the role is Inside IR35