Specialist - Commercial Operations

Company: Coastal Transportation Services Company

benefits

Job Purpose

1. Commercial Support & Quotation Management

• Prepare, issue, and track all commercial quotations submitted to internal and external clients.
• Ensure quotations reflect accurate pricing, assumptions, scope, and service descriptions.
• Maintain an up-to-date quotation log, monitoring follow-ups, approvals, and closures.
• Support commercial clarifications and provide required documentation to stakeholders.

2. Invoicing Coordination & Financial Administration

• Coordinate with Finance to ensure timely issuance of all invoices related to Corporate Mobility Services.
• Validate service records, supporting documents, and logs prior to invoicing.
• Track invoice status and escalate delays or discrepancies when needed.
• Ensure financial documentation aligns with commercial terms and delivery records.

3. Contract Management & Governance Support

• Support the coordination and administration of all contracts related to mobility services.
• Assist in drafting, updating, and issuing Terms & Conditions (T&Cs) for Corporate Mobility Services.
• Support the creation, maintenance, and distribution of Standard Operating Procedures (SOPs) and Management Plans.
• Ensure all commercial governance documents are properly version-controlled and filed.

4. Help Desk & Service Coordination (Admin-Focused)

• Coordinate the Corporate Mobility Services helpdesk, ensuring requests are logged, assigned, and followed up.
• Track progress and ensure timely closure of service requests.
• Maintain dashboards and status reports for management.
• Escalate recurring issues or delays for corrective action.

5. Reporting, Data Management & Documentation

• Compile, format, & maintain reports related to quotations, contracts, invoicing, helpdesk activity and service delivery.
• Maintain accurate databases and logs supporting commercial and administrative processes.
• Support the development of presentations, briefings, and internal communications for mobility services.
• Ensure documentation is consistently organized and aligned with corporate standards.

6. Templates & Stakeholder Communication Tools

• Create, update, and issue communication templates required for mobility services stakeholders.
• Maintain and enhance templates for: Commercial quotations

• Terms & Conditions (T&Cs)

• Invoices and invoice covers
• Catalogs of services
• Service request forms
• Standard letters, notices, and client comms
• Coordinate with the ServiceNow team to develop, update, and quality-check: Service descriptions
• Workflows
• User guidance texts
• Portal notifications and messaging
• Ensure all templates remain up-to-date, clear, consistent, and aligned with brand and corporate standards.

7. Internal Communications & Stakeholder Coordination

• Draft and coordinate internal announcements, memos, and updates related to Corporate Mobility Services.
• Ensure structured communication flow between Corporate Mobility Services and internal departments (Finance, Procurement, Operations, etc.).
• Participate in internal meetings, preparing minutes, follow-ups, and documentation.
• Work closely and consistently with Managers and Heads of Sections to ensure alignment on priorities, processes, commercial decisions, documentation needs, and service requirements.
• Foster strong and collaborative working relationships across all departments and levels.

Profile Requirements

• Experience in administration, commercial coordination, contract management, or mobility-related services.
• Strong organizational and documentation skills with high attention to detail.
• Ability to handle multiple priorities with accuracy and timeliness.
• Strong written and verbal communication skills.
• Comfortable working in a structured, process-driven environment.
• Proficiency in MS Office (Excel, PowerPoint, Outlook); familiarity with ServiceNow is a plus.