Commercial Services Assistant

We are seeking a highly organised and proactive Commercial Services Assistant to support the day-to-day operations of a busy and diverse commercial services function. This is a varied and dynamic role that requires excellent administrative skills, strong attention to detail, and a commitment to delivering outstanding customer service to a wide range of internal and external stakeholders.

Working as part of a small and supportive team, you will play a key role in supporting commercial activities across the University's estate and specialist facilities. Your responsibilities will span commercial occupant support, financial administration, customer enquiries, bookings, reporting, and operational coordination.

Key Responsibilities

Act as a first point of contact for commercial enquiries, providing a professional, responsive and customer-focused service.

Support the administration of commercial services, commercial occupants, bookings and events.

Coordinate commercial occupant onboarding and offboarding activities, ensuring records and documentation are maintained accurately.

Maintain and update databases, spreadsheets, schedules and departmental records.

Process purchase orders, invoices and other financial transactions in accordance with University procedures.

Coordinate diaries, room bookings, meetings and operational activities.

Arrange meetings, prepare documentation and take accurate minutes and action notes where required.

Monitor shared inboxes and respond to enquiries within agreed timescales.

Maintain records relating to commercial occupant licences, invoices and associated documentation.

Liaise effectively with internal departments, customers, suppliers, commercial occupants and external partners.

Provide a high standard of customer service, resolving routine enquiries and escalating issues where appropriate.

Support the continuous improvement of administrative and operational processes.

Undertake general administrative duties to support the wider Commercial Services Team.

About You

You will be educated to A Level standard (or equivalent) and have at least 6 months experience working in a busy administrative environment. You will possess excellent organisational skills, strong attention to detail and the ability to effectively manage competing priorities.

The successful candidate will:

Have excellent written and verbal communication skills.

Demonstrate the ability to multitask effectively and manage competing priorities within a fast-paced and constantly changing environment.

Be confident using Microsoft Office applications, particularly Excel, Word, Outlook and Teams/SharePoint.

Demonstrate strong organisational and diary management skills.

Be able to work independently while contributing positively as part of a collaborative team.

Have experience of minute taking and maintaining accurate records.

Possess excellent customer service and stakeholder management skills.

Be proactive, self-motivated and solution-focused.

Be willing and able to travel to University sites when required.

Experience of financial administration, purchase order processing, invoicing, commercial operations, and the collection or reporting of business data would be advantageous.

Benefits

Generous annual leave entitlement starting at 22 days plus bank holidays and additional Christmas closure days, increasing with service.

Excellent pension options, including membership of the Local Government Pension Scheme or Higher Education Defined Contribution Scheme.

Flexible working opportunities where operationally appropriate, supporting a positive work-life balance.

Learning and development opportunities, including access to training, workshops and career development support.

Employee wellbeing support, including occupational health services and employee assistance resources.

Discounted gym membership and access to University sports facilities.

Retail, travel and lifestyle discounts through staff benefit schemes.

A friendly and inclusive working environment where diversity, belonging and individual contribution are valued and celebrated.