Role purpose:

  • To provide administrative support within Commercial business stream and ensure consistent application and adherence to all current and valid commercial processes within the scope of the role.
  • To support the client-centricity of the commercial organization, focusing on a positive and consistent client journey.
  • To support Maritime Sales colleagues by freeing up time that is not directly related to Sales, through the provision of internal administrative support related to the sales process and client issue resolution, as well as external engagements / communications as applicable to the role.
  • To give a high level of administrative support in the designated areas to meet business needs

 

Key Activities:

Sales Administration and general support to Sales

Undertake broader commercial-related support activities in the territory – including (defined) client interactions not directly related to Sales, in order to free up time from Maritime Sales colleagues, whilst ensuring a positive customer experience

Coordinate and schedule meetings, workshops, and other project-related events, as applicable, for the Sales / Territory Leadership. Provide administrative and logistics support for external/internal meetings.

Support with the organization and coordination of logistics for events. Execution support for LR and industry events and act as liaison with the Marketing team.

Engagement on behalf of Head of Sales with EAs and Chief of Staff of Exexcutive Leadership team for executive engagements & visits logistics.

Monitoring tender requests and maintaining registration on Client Portals (specific Territories) remaining in close contact and cooperation with the Commercial Operations Bid & Contracts team and commercial colleagues to ensure timely bid or no bid responses

Finance processing / Invoice Queries Support in line with other teams’ processes

Handling Post invoice queries

Undertake all aspects needed for invoice queries resolution liaising with relevant colleagues/departments as applicable/ as may be needed, from the point the invoice query is received from the client, all the way through analysis/resolution/decision making (in adherence with all applicable escalations and approval processes) and conveying the conclusion/answer to the client.

Contractual setup queries / Client disputes related to VAT /Tax Code details and any other client requirements with regards to subsequent invoice set up –  including direct correspondence with the client/ external tax advisors following relevant analysis, as required.

Pre-invoice queries to be handled in their entirety – including invoice breakdown queries when received by clients.

Review and assist in the resolution of SVO (service order) queries

General

Identify, suggest and assist managers with implementing change and developments to the administration processes and procedures to meet future business demands and improve current efficiency

Responsible for adhering to the administration structure, processes and procedures, and meeting the current business requirements for both internal and external clients which are not covered by any other functions

Ensures documentation/data/information and tasks are planned, evaluated and processed in accordance with global and local business requirements and agreed deadlines.  

Provide data to enable review and analysis, to provide management information/statistics, including the identification and reporting of process failures, to support the optimisation of processes, and improved process delivery.

To discuss/present basic reports in a specific area with a specific/target audience/client and be able to suggest alternative solutions to satisfy standards.

Ensure that activities within their area of control are carried out in line with internal procedures and contractual requirements.

 

Accountabilities and KPIs:

This role is accountable for completing all in-scope activities in compliance with agreed SLAs.

KPIs shall include data quality, salesforce utilization, ByD and others as may be necessary according to business requirements on an ad hoc basis (noting that this shall always be advised in advance and all required training given).

 

 

Key Health & Safety Responsibilities:

Assess the risks and work in a safe manner at all times, robustly implementing health and safety rules, instructions and systems and refuse to undertake work that compromises your safety or health.

Report in a timely manner all incidents including near miss and safety observations (NMSO), accidents and injuries and raise any health and safety concerns with your line manager.

 

Role Dimensions:

Number of direct reports:

0

Geographic area of impact:

TBD

Size of budget responsible for:

0

Key stakeholders:

Maritime Sales team, Clients, Service Delivery teams, Finance

 

Technical / Professional Qualifications / Requirements:

Fluent written and spoken English (and local language, as applicable) with ability to liaise effectively with internal and external personnel.

Use own initiative able to prioritise and work on multiple tasks whilst adhering to tight deadlines.

Flexible and results-oriented approach to meet varying and competing client and business demands.

Adaptable and well organized with a practical minded approach

High degree of accuracy.

Able to work as part of a team to contribute to achieving departmental/business objectives.

Computer literate in MS Office.

High degree of accuracy.