Commercial Officer at RusselSmith Group

Job Reference Code: PPM-COM-002   
Job Type: Full-Time

Summary of Functions

• Project Budget Estimation & Costing
• Follow up to ensure purchase orders and contracts are received and duly filed in defined folders
• Compiling actual data of project expenses; examining performance requirements, delivery schedules, cost of materials, equipment to evaluate profitability.
• Coordinate the completion, issuance, filing and archiving of mobilization/demobilization forms and acknowledgement
• Vendor Sourcing Management
• Project Cost Tracking
• Tracking and Monitoring of Projects
• Commercial Pipeline & Target Monitoring
• Service Account Performance Management
• Sales Order Management
• Prepares and processes sales orders and submits for invoicing within 48hours of project(s) demobilization or 48hours of month end for recurring projects and that the information is accurate
• Issuance of Mobilization & Demobilization Notices
• Sales Order Queries Resolution
• Collation of Daily Progress Reports (DPRs)
• Preparation & Submission Of Sales Order For Invoicing (Within Defined 48hours)
• Allocation/Assignment of Project Job Numbering
• Allocation/Assignment of Project Crew Names
• Collection Of Mobilization & Demobilization Notices Acknowledgement
• Manage and update the sales order database, sales pipeline, project cost tracking sheet, sales order tracker report and prospects ensuring correctness and accuracy.
• Ensure timely collection and submission of daily and or monthly progress reports.
• Reconciles submitted job attendance logs with field timesheets on monthly basis
• Monitor and measure performance of the account against objectives
• Adhere and ensure compliance of all departmental procedures
• Managing portfolios of sales accounts. Deliver proactive account management to a portfolio of accounts
• Manage ad-hoc queries and enquiries generated by sales portfolio
• Liaise with internal departments to ensure sales requests are followed up and required services are completed in timeframes acceptable to the customer
• Develops contracts, ensuring that it satisfies legal requirements, align with company objectives and reflect the terms proposed by the customer and company.
• For existing contract, collects, organizes and files documentation for contracts. This includes documents that show how the contractor performs and complies with a contract.
• Conduct audits of contracts. Ensuring full compliance with stipulated terms.
• Contract Tracking & Monitoring
• Compliance with Legal & Regulatory Requirements
• Follow-up With Regulatory Agency & Customers On Tenders & Bids
• Customer Relationship Management - Communicates with people outside the organization, representing the company to customers and other external agencies where necessary.
• Customer Profiling
• Competitive Pricing Module - Pricing & Negotiations
• Preparation, Review and Follow Up on Request for Quotes (RFQ) and Request for Proposal (RFP)
• Preparation & Submission of Technical & Commercial Bid Documentations Within Defined Timeframe
• Understanding and compilation of Project Requirements/Work Scope Review
• Advisory On Requisite Bid/Tender Documentations To Other Departments
• Tracking & Monitoring Tendered Contracts Competitor Intelligence Gathering & Market Assessment
• Understands the company’s policies and procedures, interests and strategic planning as well as laws and rules governing contracts.
• Maintaining and expanding good relationships with existing customers
• Manage the file management system, control of records and document control processes
• Generate and or updates required meeting notes i.e. departmental and other meetings as required.
• Prepares monthly status reports, summaries and other correspondence.
• Completing administrative work, as required. Manages the department’s office stationeries and equipment; make requisitions for new or additional stationeries and equipment as appropriate.
• Safety & Security - the individual observes safety and security procedures and uses equipment and materials properly.
• Quality Control - the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Document Control - Reviewing and keeping records of transaction of sales
• Perform other duties as assigned or required.

Requirements
Educational Qualifications:

• A good university first degree is required

Experience Required:

• 2-5years

Skills/Qualifications Required:

• Client Relationship Management
• Good Problem Solving & Reasoning skills
• Good Quantitative Skills i.e. Statistics & Data Analysis Skills
• Good Multi-tasking, Organizational & Time Management Skills
• Good Analytical Skills. Exhibits Initiative & Proactive
• Good Interpersonal & Relationship Building Skills
• Good Business Writing & Research Skills
• Communication Skills - Written, Articulation, Enunciation & Elocution
• Customer Centric Orientation
• Detail-Orientation - Meticulous, Punctilious & Conscientious
• Diplomacy, Discretion & Business Ethics
• Flexibility & Creativity Skills
• Exhibits Good Leadership & Supervisory Skills
• Presentation Skills - Charisma, Poise, Aura & Comportment
• Statutory Laws & Regulations Familiarity
• Team Orientation & Spirit
• Proficient in the use of Microsoft Office Tools (Excel, PowerPoint & Word)
• Positive attitude and approach towards assignments and successfully operate under guidelines.
• Exercise good judgment in safeguarding confidential or sensitive information and adhere to high standards of confidentiality and honesty.
• Adaptability - Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability - Consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

Physical Demands

• Regular use of the telephone and e-mail for communication is essential.
• Sitting for extended periods is common.
• Hearing, vision and speaking within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.
• No heavy lifting is expected. Exertion of up to 10 lbs. of force occasionally may be required.
• Good manual dexterity for the use of common office equipment such as computers, calculator, copiers, and FAX machines.

Work Environment:

• The job is performed indoors in a traditional office setting.
• Activities include extended periods of sitting occasional fast paced events and extensive work at a computer monitor and/or calculator.