Contracts/Commercial Officer (12-18months FTC)

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We are the leading partner for turnouts, turnout components and fastening materials. The company manufactures switches, crossings and associated parts for track installation, ranging from individual products to completed assemblies for maintenance and major track renewals. It’s customers include all major operators of national rail infrastructure tramway and light railway systems in the UK and in the Republic of Ireland. In addition, voestalpine Turnout Technology UK Ltd. provide tailor made engineering, surveying and design for its customers.

As Commercial/Contracts Officer you will be part of a Project PMO (Project Management Office). You will be part of a dynamic multi-discipline team, working to tight deadlines and periodically high volumes of work. You will provide a commercial and contract function assist the commercial/contracts manager in all aspects of a NEC based Rail Design, Supply and Maintenance contract, along with supporting systems and processes.This includes; NEC3 - Option A: Lump Sum and Option C: Target Cost activity schedules and associated financial system to administer to deadlines the invoicing, costing and payment processes. You will work across a multi-discipline and multi-company group of suppliers/service providers.You will liaise this internal departments on finance, procurement, Sales or other linked processes to reconcile posted costs against income, thereby ensuring financial targets are met. This is a fixed-term contract up to 18months to cover maternity leave, with the potential to become permanent position as the project team continues to grow.

Key Responsibilities:

• To support the Commercial/Contracts Manager in all aspects of administering the HS2 project
• To support the HS2 Programme Management Office (P.M.O.) in the delivery of other key Professional, Technical and Operations contracts/tasks as directed
• To support the Commercial/Contracts Manager and/or P.M.O. in the Day-to-Day Commercial/Contractual interfaces with internal companies and suppliers.
• To populate, amend, revise or adjust financial forecasts as required by our contracts in discussion with the Commercial/Contracts manager and/or P.M.O.
• To support the Commercial/Contracts Manager in the preparation and submission of the monthly AfP inline with the submission schedule and HS2 timelines.
• To create, populate, amend, revise or adjust cost centres for each project set up and reconciliation data to align to income. (i.e. all resource costs and periodic payments)
• To support the Commercial/Contracts manager and/or P.M.O. in ensuring the price fluctuation or other cost reimbursement items are claimed where provisions are made in our contracts (i.e. inflation or interest)
• To use the commercial and contract I.T. based systems to enter required data (i.e. financial systems IScala for CVR or contract data CEMAR) or similar and produce periodic reports/presentations.
• To prepare estimates and/or quotations using both prime data (i.e. labour, plant, materials etc.) or supplied by our contractors and sub-contractors and submit to HS2.
• To ensure that cost/payment Forecasts are accurate and submitted at agreed timescales/ contract requirements.
• To support Commercial/Contracts manager or and/P.M.O. in the development of “cost plans” and periodic presentation of final versions.
• To ensure our Internal/external supply chain meets their contract submission requirements in a timely, accurate and transparent (auditable) manner (i.e. cost, change, income or delay data through I.T. systems)
• To be competent in the application of the NEC forms of contract/Sub-contract applicable to the HS2 project (i.e. PSC, FA, TSC – training provided).
• To liaise with our suppliers and contractors to ensure they discharge financial deliverables, key dates, completion dates or other commercial/contractual constraints, advising the Commercial/Contracts manager and/or P.M.O. of any issues arising (i.e. cost, income, time implications).
• To keep up to date the HS2 contract and/or other P.M.O. project risk registers. Ensure there is a system of clear auditable review, risk data is current, all parties contribute and act to manage, reduce or remove risks through weekly meetings.
• To support the Commercial/Contracts manager and/or P.M.O. in preparing and submitting contract information that may impact on our cost, income, time or is a formal contract record (i.e. Variations, Compensation Events, delays or other CEMAR or similar requirements).
• To participate and support the Commercial/Contracts Manager and/or P.M.O. in developing, communicating and implementing collaborative value management techniques to our projects.
• To ensure that all contract document requirements are submitted in a clear, accurate, timely and auditable manner within the time sensitive periods set out in the contract requirements (i.e. large contracts HS2 & system based - CEMAR or similar).
• To ensure that any commercial/contract queries are resolved with our supply chain and key stakeholdersTo ensure that the cost data is checked prior to system entry and valuation/payment data is accurate to the period
• To assess, prioritise and provide training options for delivery teams or wider supply chain users, as “champion” in these areas providing support where necessary.
• To liaise with other project managers supplying goods, works and/or services within our contracts to ensure the quality of data is robust and accurate for entry into any contract systems.
• To support the Commercial/Contracts manager and/or P.M.O. in the relationship management with our key internal & external stakeholders (i.e. issues that may constrain delivery/ discharge of requirements).
• To support Commercial/Contracts manager and/or P.M.O. in ensuring that strategic objectives, measured over the life cycle of a project are met. (i.e. stated KPI’s or other measurables)
• To support Commercial/Contracts manager and/or P.M.O. in the development, communication, adoption and measurement of KPIs (i.e. prescribed contractual, internal or other requirements)
• To support the Commercial/Contracts manager and/or P.M.O. in the design, monitor and review of the effectiveness of our commercial/contract systems, processes and procedures (internally/externally) thereby seek improvement collaboratively in overall performance.
• To monitor and review performance data/indicators across our commercial contacts and ensure quality control (i.e. data is timely, accurate and reportable).
• To ensure our Procurement processes are followed in any purchase/award requirements within the delivery of our contracts
• To undertake all aspects of commercial/contract processes (i.e. from pre-tender, quality submission, estimating, specifications, through to final accounts and post contract review).
• To support Commercial/Contracts manager and/or P.M.O. in identifying and implementing opportunities to improve cost management procedures (i.e CVR, project tracker)

• Minimum HNC/HND in Business Administration or similar,
• Desirable working towards degree or professional qualification in relevant field,
• Desirable experience of working with NEC contracts in particular Option A&C,
• Excellent data entry accuracy with strong planning, organisational and administration skills,
• Intermediate level of MS Word, Power Point and Outlook,
• Intermediate to Advanced level of MS Excel knowledge,
• Innovative, Analytical & Logical thinker,
• Ability to multi-task and prioritise to achieve deadlines,
• Excellent Communication Skills,
• Methodical with attention to Detail,
• Superior Organisational & Problem-Solving Skills.