Job Description

Commercial and Administration Officer - Detailed

Key Responsibilities:

Contract Management & Documentation:

Assist in the preparation, review, and drafting of contracts, offer letters, and other legal or commercial documents. Ensure all documentation is accurate, compliant with internal policies, and aligned with contractual obligations.

Vessel On/Off Hire Tracking:

Maintain accurate records of vessel on-hire and off-hire dates. Coordinate with operations and commercial teams to ensure timely updates and reporting.

Invoice Monitoring & Compliance:

Track submission of invoices in accordance with Charter Party Agreements (CPA) and Ship Management (SHIPMAN) contracts. Follow up with relevant departments or vendors to ensure timely processing and payment.

Meeting Coordination:

Organize and schedule internal and external meetings, including logistics, calendar invites, and documentation. Prepare agendas, take minutes, and follow up on action items as required.

Prequalification Documentation:

Assist in preparing and submitting prequalification documents to clients and authorities. Maintain an updated library of company credentials and certifications for submission.

Tender Support:

Provide administrative support for tender preparation and submission, including formatting, compliance checks, and timely delivery. Liaise with technical and commercial teams to gather required information.

Event Planning:

Coordinate company events, conferences, and client meetings. Manage venue bookings, catering, invitations, and logistics to ensure smooth execution.

Operational Expenditure (OPEX) Monitoring:

Track and monitor submission of operational expenditure reports from vessels or departments. Ensure timely review and submission to relevant stakeholders.

Marketing & Business Development Support:

Assist in preparing marketing materials, presentations, and proposals. Support business development initiatives by researching potential clients and tracking opportunities.
Job Type: Full-time