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About Us
Operating in nearly 40 countries across the world, our purpose is to be the best part of the journey. Whether our customers are flying abroad on holiday, heading off on a business trip or commuting to work by train, we aim to offer them food and drink experiences that meet their many different tastes and needs.

What You’ll Get from Us
Our Commitment to learning and development is our commitment to unlocking our people’s success. We strive to provide a wide range of resources that boost our people’s skills today, and help them fulfil their potential tomorrow. No matter where you join us, you’ll have all the tools you need to take charge of your development. Surrounded by like-minded colleagues and guided by industry experts, it’s your career, your way at SSP.

Commercial Administrator

About the Role

Provide day-to-day commercial, financial, and administrative support to the Maintenance Department across the UK, Ireland, Netherlands, and RG. The role ensures effective cost control, contractor governance, and financial compliance by maintaining accurate reporting, timely processing, and adherence to established commercial and procurement processes.

 

Support budget management and value-for-money outcomes through invoice validation, cost tracking, purchase order management, and contractor administration. Assist in maintaining robust financial controls, supporting audits, and ensuring compliance with internal policies and external regulations.

 

Work closely with internal stakeholders and contractors to ensure accurate data, resolve discrepancies, and maintain efficient commercial operations. Contribute to continuous improvement of processes, reporting accuracy, and overall commercial discipline within the function.

What you'll be doing:

Financial & Accounting Responsibilities

  • Prepare and maintain accurate cost trackers for PPM, reactive maintenance, POs, and CAPEX within the Maintenance department.
  • Assist with monthly and weekly management accounts and reports relating to maintenance spend, including variance analysis against budget and forecast.
  • Support preparation of internal financial statements and cost reports for senior management.
  • Reconcile supplier invoices against contracts, purchase orders, statements and agreed scopes of work.
  • Review contractor invoices for accuracy, compliance, and value-for-money prior to approval.
  • Support year and month end close and audit processes by providing financial evidence and audit trails.
  • Maintain fixed asset, equipment, and maintenance-related registers.

 

Contractor Financial & Commercial Management

  • Act as a first line of commercial and financial point of contact for contractors.
  • Investigate discrepancies, escalations and the end of to end management of complex queries.
  • Support contract renewals through cost modelling, benchmarking, and financial comparisons.
  • Monitor contractor performance from a financial and commercial perspective, linking KPIs, SLAs, penalties, and cost efficiency.
  • Support dispute resolution by preparing financial summaries, investigations and cost evidence.
  • Track, validate, and record contract variations ensuring financial approval and governance.
  • Training of contractors of use on SSP systems, providing ongoing support.
  • Management of trackers – POs, open units, PPMs, Projects
  • Communications with contractors – passes, insurance, opening and closing units.

 

Budgeting, Forecasting & Cost Control

  • Support annual Maintenance budget setting and periodic re-forecasting.
  • Produce rolling forecasts for contractor and maintenance spend.
  • Identify cost-saving opportunities through trend analysis, spend reviews, and supplier benchmarking.
  • Support business cases for additional maintenance budget or CAPEX investment.
  • Ensure adherence to SSP financial controls and approval processes.

What you'll be doing:

Procurement & Supplier Management

  • Support procurement exercises including end to end administrative set up in SSP systems, financial evaluation of tenders and supplier submissions.
  • Prepare cost comparison models and recommendation papers.
  • Assist with negotiation of commercial and financial terms with suppliers.
  • Maintain pricing schedules, rate cards, and commercial records in CAFM system.

 

Maintenance Systems, CAFM & Data Governance

  • Work closely with CAFM (Ostara), Maintenance, Finance and Operations teams to ensure financial data accuracy.
  • Maintain contract, pricing, and financial data within CAFM systems.
  • Support compliance and maintenance coverage gap analysis through cost and service reviews.
  • Ensure financial changes are reflected accurately in CAFM system and trackers.

 

Reporting & Management Information

  • Produce regular financial and performance reports for the Maintenance department and senior stakeholders.
  • Support the reporting of the F Gas at business level.
  • Record and report amendments to baseline contractor costs.
  • Provide insight into cost drivers, financial risks, and improvement opportunities.
  • Support development of KPI dashboards combining financial and operational data.

 

General & Professional Responsibilities

  • Promote a strong customer service and commercial culture.
  • Build and maintain productive working relationships with internal stakeholders and contractors.
  • Take a proactive approach to continuous improvement and process efficiency.
  • Manage workload effectively, meeting deadlines and handling competing priorities.
  • Undertake ad-hoc duties aligned with role capability and development.

To be successful in this role you will need:

  • Strong financial and accounting knowledge, with experience in financial analysis, budgeting, and reporting
  • Advanced Excel skills, including reconciliations, variance analysis, and cost modelling
  • Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook) and collaboration tools (Teams, SharePoint); Power BI knowledge desirable
  • Familiarity with financial and CAFM systems (e.g. SAP, Compleat)
  • Understanding of maintenance, contractor, or FM environments
  • Ability to communicate financial information clearly to non-finance stakeholders
  • High attention to detail with strong analytical and problem-solving skills
  • Experience supporting contractor management and commercial processes
  • Ability to manage multiple priorities and workstreams effectively
  • Fluent in English; Dutch language skills desirable
  • Full driving licence with willingness to travel if required

 

Why Join Us

  • Employee Discounts across our brands (over 400 locations)
  • Friends and Family Discount App
  • Award-winning training, apprenticeships and development programmes
  • Health & Wellbeing support
  • Hybrid working model with flexibility for work–life balance
  • Inclusive and diverse workplace with employee networks and communities

 

Ready to start the best part of your journey?
Join us at SSP and play a key role in shaping the financial performance of our Rail Gourmet business — where your insight, collaboration, and ownership will help drive our success across the UK and beyond.

 


At SSP, we value diversity and are committed to building a team that reflects a range of backgrounds, skills and perspectives.
At SSP, we value diversity and are committed to building a team that reflects a variety of skills, talents, and backgrounds.

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