Commercial Secretary

How you can make your mark

We are seeking a highly organized and efficient Commercial Secretary to support our commercial
operations. The successful candidate will be responsible for managing sensitive documents coordinating
meetings and travel assisting with exhibitions and ensuring smooth communication between departments and clients. This role requires attention to detail discretion and a proactive approach to administrative support.

Your responsibilities as a Commercial Secretary

Document Management: Maintain and organize confidential files and records including contracts
proposals reports and procedural documents to ensure accessibility and compliance with company standards.
Diary and Travel Management: Organize and maintain diaries schedule meetings and arrange travel logistics including visa processing. Ensure seamless coordination of client meetings and thirdparty interactions.
Exhibition Support: Assist in organizing and managing exhibition participation including coordination of logistics materials and attendance as required.
Meeting Support: Prepare and distribute meeting agendas record minutes and ensure all necessary followup actions are completed accurately and on time.
Email and Correspondence Management: Monitor the General Enquiries inbox prioritize and forward important communications to the appropriate team members or management.
Marketing Material Management: Regularly update and improve the companys brochures specification sheets and other marketing materials to ensure they are current and professionally presented.
Tender Coordination: Facilitate the collection and delivery of tenders ensuring all documents are submitted in a timely manner. Track and manage submissions to ensure compliance with deadlines.
Client Communications: Create and maintain organized folders for client correspondence ensuring that all relevant information is easily accessible and uptodate.
PreQualification and Document Submissions: Prepare prequalification files and manage the timely submission of related documents ensuring compliance with client requirements.
Server File Maintenance: Regularly update the Commercial file on the server ensuring it includes accurate records such as vessel specifications licenses certificates and track records.
Proposal Submission: Oversee the final submission process for proposals ensuring all necessary documents are included and coordinate the shipment of proposals with couriers or personnel.
Client Registration & Renewals: Manage the registration and renewal process with clients ensuring all relevant documents are completed and submitted in a timely manner.
Departmental Communication: Administer the dispatch of outgoing faxes letters and reports from the department ensuring clear and professional communication at all times.
Purchasing Support: Manage departmental purchasing requirements coordinating orders and ensuring that supplies are delivered on time.

Qualifications :

Your qualities and experience
You can make your mark as a Commercial Secretary if you have:

Minimum 2 years of related experience
Bachelors Degree
Excellent organizational and timemanagement skills
Strong attention to detail and accuracy
Ability to maintain confidentiality and exercise discretion
Proficiency in Microsoft Office Suite (Word Excel PowerPoint)
Strong written and verbal communication skills
Previous experience in a similar administrative role is a plus
Ability to work independently and as part of a team
Proactive resourceful and adaptable to changing priorities
Fluent in written and spoken English

What you can expect

A dynamic environment: A job where you can make an impact in an earthmoving company as part of a diverse international team of experts.
Rewarding conditions: A competitive salary and much more.
Warm welcome: We warmly welcome our new colleagues so they feel at home as soon as possible.
Career development: Plenty of opportunities to realize your full potential. Challenge yourself with (online) courses in our Boskalis academy.
Young Boskalis: Have fun and join Young Boskalis during social events and various engaging activities. Networking and knowledge sharing are a vital part of Young Boskalis as well.

Extra information

Your team: You will be part of the Commercial Department.
Where you will work: You will be working in our office in SAIF Zone Sharjah United Arab Emirates.
Fulltime/ part time job: The position of Commercial Secretary is a fulltime job.
Procedure: All you need to do to apply for a job is to complete the online application form and send it to us along with your CV and cover letter. As soon as you have sent your application you will receive a confirmation email. Depending on the job we will invite you for two or more interviews via Microsoft Teams or at our office. If both sides are happy to proceed after interviews we will make you an offer to join Horizon. After successfully
completing all the steps in the procedure we warmly welcome you to our organization.

Remote Work :

No

Employment Type :

Fulltime