Role Purpose
The Shared Services Commercial Coordinator plays a key role in ensuring the smooth and accurate flow of information, documentation, and financial processing across Sales, Operations, and Shared Services.
This role is responsible for supporting:
- Sales order processing
- Procurement administration
- Shared Services administration
- Finance support (AP/AR, 3-way matching, invoicing, credit control including direct customer calls)
- System and data accuracy
You will help ensure orders are processed cleanly, financial controls are maintained, and internal teams receive high-quality administrative support.
Key Responsibilities
1. Sales Order Processing & Pre-Sales Administration
- Prepare quotes and procurement checks for qualified opportunities in CRM.
- Validate supplier stock, pricing, and lead times.
- Process closed-won opportunities through CRM, raising POs, and creating sales orders in NetSuite.
- Support accurate customer invoicing and ensure orders are fully documented.
Outcome: Clean, accurate, timely order processing that supports margin protection and operational efficiency.
2. Procurement & Supplier Coordination
- Raise accurate purchase orders aligned to approved quotes and supplier terms.
- Track supplier confirmations, deliveries, and expected fulfilment dates.
- Escalate supplier delays promptly to minimise impact on customers.
- Support liaison between Sales, Warehouse, Operations, and Service Delivery.
Outcome: Smooth and predictable fulfilment cycles.
3. Shared Services Administration & BAU Cover
- Provide admin support across Shared Services, including inbox cover, documentation, and file preparation.
- Prepare customer confirmations, status updates, and follow-up communications.
- Support efficient routing of enquiries internally to maintain workflow momentum.
- Assist with general office administration tasks when required.
Outcome: Reliable and consistent admin support that keeps Shared Services running without disruption.
4. Finance Support: AP/AR, Matching & Credit Control
- Complete 3-way matching and validate supplier invoices.
- Support creation and accuracy of customer invoices.
- Assist with credit control tasks including reminder emails, updating AR records, and direct customer telephone calls for collection of balances owed.
- Maintain clean financial documentation for audit trails and reporting.
Outcome: Strong financial accuracy and compliance across AP/AR processes.
5. System Accuracy, Compliance & Reporting
- Maintain accurate data within CRM, NetSuite, and Vantage.
- Ensure all actions are logged with complete notes and documentation.
- Follow internal SOPs and contribute to continuous process improvement.
- Uphold compliance requirements including data protection, approvals, purchasing controls, and customer documentation standards.
Outcome: High-quality records, consistency, and audit readiness.
Skills, Experience & Attributes
Essential Skills & Experience
- Proven experience in administration, finance support, sales operations, or procurement.
- Excellent organisational and multitasking skills.
- Strong attention to detail and accuracy.
- Confident communicator—comfortable speaking with customers and suppliers by phone and email.
- Competent system user (CRM/ERP experience preferred; NetSuite desirable).
- Strong numeracy and familiarity with finance processes (invoicing, AP/AR).
- Ability to work to deadlines in a fast-paced environment.
Desirable Skills
- Experience in Managed Service Provider (MSP) or technology environment.
- Understanding of credit control processes.
- Experience supporting purchasing, stock, or fulfilment workflows.
- Proficiency in Excel and documentation management.
Personal Attributes
- Self-motivated with a proactive, solution-focused approach.
- Professional and confident communicator across teams and with customers.
- Team player who supports Shared Services, Sales, and Finance effectively.
- Reliable, disciplined, and able to maintain high accuracy under pressure.
- Comfortable working with processes and contributing to improvements.
KPIs / Measures of Success (aligned to EOS Scorecard)
- Order processing accuracy (% error-free sales orders)
- PO confirmation compliance (% confirmed by suppliers within SLA)
- AP/AR accuracy (clean 3-way matches, correct invoices)
- Credit control support (timeliness of reminders, successful customer contact)
- Shared Services admin cover (inbox discipline and zero backlog)
- System data accuracy across CRM/NetSuite/Vantage
Career Pathways
This role offers opportunities for progression into:
- Sales Operations
- Finance (Accounts Assistant / AR / AP)
- Shared Services Specialist
- Commercial Operations
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