Commercial Coordinator

Summary

The Commercial Operations Coordinator is responsible for providing comprehensive administrative, coordination, and documentation support to the Commercial Department. This role ensures seamless communication between internal departments (Contracts, Business Development, and Operations) and external clients, with a primary focus on preparing quotations, CPA (Charter Party Agreement) / Contracts, and commercial documentation. The role is integral to the operational workflow of the Commercial team and facilitates smooth handovers to Operations while maintaining records, monitoring approvals, and supporting client relations.

Essential Duties and Responsibilities

• Draft, format, and issue client quotations, CPA (Charter Party Agreement) / Contracts, service agreements, and other commercial documents.
• Maintain accurate and organized filing systems for all commercial documents (digital and hard copies).
• Track the status of all ongoing commercial activities including quotation approvals, CPA (Charter Party Agreement) / Contract expiry dates, and pending client responses.
• Coordinate with the Commercial team to gather necessary data for the preparation of offers and client packages.
• Ensure timely follow-up with management for approvals on pricing, contracts, and other client-facing documents.
• Communicate with clients to send approved offers and documents, record responses, and follow up as required.
• Update CRM trackers and quotation logs with accurate data on document status, validity, and client engagement.
• Prepare and circulate minutes of meetings for internal Commercial reviews and client follow-ups.
• Liaise with the Operations team to ensure smooth project handover after Commercial approval of CPA (Charter Party Agreement) / Contracts.
• Assist in organizing documentation for tenders and physical packages for submission.
• Manage department stationery, documentation tools, and printing/binding needs for the Commercial team.
• Provide ad-hoc support to the Executive Office and coordinate across departments as needed.

Qualifications & Experience

• Diploma or bachelor’s degree in Business Administration, Commerce, or a related field.
• 3–5 years of experience in a secretarial or coordination role, preferably within marine, logistics, or contracting sectors.
• Strong written and verbal communication skills.
• Proficient in MS Office (Word, Excel, Outlook); familiarity with CRM systems is a plus.
• Excellent document formatting and typing skills.
• Proven experience in managing multiple priorities and maintaining accuracy under pressure.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Knowledge of basic commercial document structures (e.g., quotations, CPA (Charter Party Agreement) / Contracts).

Language Skills

• Fluenct in English

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this role, the employee is regularly required to sit, type, and handle office documentation. The role is office-based but may require visits to other departments or printing facilities.

Work Environment

The work environment is primarily an office setting, involving the use of computers, printers, filing systems, and communication tools. Occasional visits to other departments or operational areas (e.g., for handovers) may occur. The employee must be able to work in a fast-paced environment and manage multiple priorities effectively.

Job Type: Full-time

Pay: BD300.000 - BD500.000 per month

Language:

• ENGLISH (Required)

Work Location: In person