Commercial Administrator - Immediate Joiners

About this role:

Contract & Documentation Management

Assist in drafting, reviewing, and managing contracts, purchase agreements, and service level agreements with suppliers, subcontractors, and clients.

Maintain an organized filing system for all commercial documents, ensuring compliance with company policies and legal requirements.

Track contract timelines, renewals, and expirations, ensuring timely actions are taken.

Financial Administration & Cost Control

Support the preparation and processing of invoices, purchase orders, and payment requests.

Assist in budget monitoring and cost control for landscaping projects, ensuring expenses align with allocated budgets.

Reconcile financial records with project expenditures and assist in financial reporting.

Procurement & Supplier Coordination

Coordinate with suppliers and subcontractors to obtain quotations, compare pricing, and negotiate terms.

Monitor supplier performance and ensure timely delivery of materials and services.

Maintain an updated database of preferred suppliers and subcontractors.

Project Support & Coordination

Assist in tracking project progress, ensuring adherence to contract terms and budget constraints.

Liaise with project managers, site supervisors, and finance teams to facilitate smooth operations.

Provide administrative support in preparing reports, meeting minutes, and project documentation.

Compliance & Risk Management

Ensure adherence to company policies, industry regulations, and contract requirements.

Support internal audits and compliance checks for financial and contractual obligations.

Identify potential risks in contracts and procurement processes and escalate issues as needed.

Communication & Stakeholder Management

Act as a point of contact for clients, suppliers, and internal teams regarding commercial matters.

Prepare and distribute commercial correspondence, reports, and contract summaries.

Facilitate effective communication between finance, procurement, and operational teams.

General Administrative Support

Handle office administration tasks related to commercial activities, such as scheduling meetings and maintaining records.

Prepare and update reports, dashboards, and presentations for senior management.

Support the commercial team in daily operational activities and process improvements.

Occupational and workplace Health and Safety responsibilities:

In addition to all job-specific responsibilities, all employees are required to adhere to all Basatin health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Khidmah HSE department regularly updates existing and introduce new policies, procedures, and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.

Information Security responsibilities:

• Comply with Basatin Information Security Policies
• Be aware of and fulfil their information security responsibilities
• Ensure whoever handles sensitive company information have taken the Security Awareness Training
• Know how to report a security incident (to IT ServiceDesk or InfoSec).
• Not Disable his/her OS firewall and/or Antivirus
• Restrict use to authorized purposes, Protect access accounts, privileges and associated passwords.
• Accept accountability of his/her individual user accounts, and maintain confidentiality

Qualifications:

• Bachelor’s Degree in Business Administration, Finance, Accounting, Commerce, Procurement, Supply Chain Management, or a related field.
• 2–5 years of experience in a commercial, administrative, or financial role, preferably within the landscaping, construction, facilities management, or related industries.
• Understanding of contract terms, renewals, and compliance.
• Ability to source, negotiate, and manage supplier relationships.
• Knowledge of invoicing, budgeting, cost control, and financial reporting.
• Ability to track project progress and ensure adherence to commercial agreements.
• Experience with Microsoft Office (Excel, Word, Outlook, PowerPoint) and ERP systems related to procurement and finance.
• Strong skills in data analysis, record-keeping, and preparing reports for management.
• Familiarity with landscaping, construction, or facilities management industry standards and regulations.
• Clear and professional verbal and written communication with internal teams and external stakeholders.
• Ensuring accuracy in contracts, financial records, and procurement documents.
• Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently.
• Ability to assess risks, resolve issues, and improve operational processes.
• Strong ability to negotiate terms with suppliers and service providers while maintaining positive relationships.
• Ability to handle changing priorities and proactively address commercial challenges.