Senior Commercial Officer

Job description

Core responsibility for overseeing all commercial aspects of the project, ensuring adherence to contractual obligations, maximising profitability, and mitigating risks.

Drafting, all project and job agreement and contract with covering all risk and with strong understanding of contract law, commercial principles, and project management methodologies,

Excellent negotiation, communication, and need to build and maintain effective relationships with clients, subcontractors, and project teams.

Monitor project costs, expenditures, and cash flow, analysing variances, identifying trends, and implementing corrective actions to maintain financial control and mitigate risks.

Provide accurate and timely commercial reporting, including PO, Invoice, Debtor list, contacts, financial forecasts, cost reports, and contractual agreement status updates, to support informed decision-making and project governance.

Key Accountabilities / Responsibilities:

To ensure smooth coordination between the customer, the company, and the supplier throughout the purchase order process, while also prioritizing timely and accurate communication.

Verify Customer Purchase Order (PO):

Receive the customer's purchase order.

Compare it with your company's quotation to ensure accuracy.

Also, cross-reference with the supplier's quotation to confirm pricing and terms.

Issue Purchase Order:

Once verified, create and issue the purchase order.

Share the PO with the supplier for acknowledgment and processing.

Confirm the customer's order through various channels like email or online portals, ensuring clarity and transparency.

Follow up for Technical Approvals:

Act as a liaison between the customer and the supplier.

Coordinate any technical approvals that may be necessary for the order.

Ensure that both parties are informed and aligned throughout the process.

Internal Contact Point:

Serve as the primary contact point within the company for all matters related to the purchase order.

Communicate updates, changes, or issues to relevant departments internally.

Respond to Customer Inquiries:

Address any questions or requests from the customer promptly and efficiently.

Provide updates on order status, delivery times, or any other relevant information.

Maintain open communication channels to foster good relationships with customers.

To ensuring smooth and efficient delivery processes, enhancing customer satisfaction, and strengthening relationships with both customers and suppliers.

Expedite Delivery Process:

Maintain regular communication with the supplier to ensure timely delivery of orders.

Proactively follow up on orders to expedite the delivery process, ensuring that the customer receives their order on time or earlier if possible.

Manage expectations with both the customer and the supplier regarding delivery timelines.

Relationship Development:

Cultivate strong relationships with both customers and suppliers.

Act as a point of contact for both parties, fostering trust and effective communication.

Address any concerns or issues promptly to maintain positive relationships.

Collect Shipping Quotations:

Gather shipping quotations from various shipping companies to determine the most cost-effective and efficient options.

Compare rates and services offered by different carriers to make informed decisions.

Coordinate with the shipping company to schedule and track shipments.

Follow Up on Shipments:

Stay in constant communication with the shipping company to track the status of shipments.

Ensure that shipments are processed and dispatched according to schedule.

Address any delays or issues with the shipping company to minimize disruptions to the delivery process.

To ensure that the materials meet the customer's expectations in terms of quality and certification, thereby facilitating smooth acceptance and delivery processes.

Expedite Delivery Process:

Maintain regular communication with the supplier to ensure timely delivery of orders.

Proactively follow up on orders to expedite the delivery process, ensuring that the customer receives their order on time or earlier if possible.

Manage expectations with both the customer and the supplier regarding delivery timelines.

Relationship Development:

Cultivate strong relationships with both customers and suppliers.

Act as a point of contact for both parties, fostering trust and effective communication.

Address any concerns or issues promptly to maintain positive relationships.

Collect Shipping Quotations:

Gather shipping quotations from various shipping companies to determine the most cost-effective and efficient options.

Compare rates and services offered by different carriers to make informed decisions.

Coordinate with the shipping company to schedule and track shipments.

Follow Up on Shipments:

Stay in constant communication with the shipping company to track the status of shipments.

Ensure that shipments are processed and dispatched according to schedule.

Address any delays or issues with the shipping company to minimize disruptions to the delivery process.

To ensure the invoicing process, including issuing invoices to customers and paying supplier and freight invoices promptly, the individual contributes to maintaining positive relationships with both customers and suppliers while ensuring smooth financial operations for the company.

Issue Monthly Invoices:

Compile all billable transactions and services provided during the month into an invoice.

Ensure that the invoice accurately reflects the products or services delivered, including quantities, prices, and any applicable taxes or discounts.

Generate invoices using accounting software or invoicing systems, ensuring consistency and professionalism in formatting and presentation.

Submit Invoices to Customers:

Deliver invoices to customers through various channels, including email, online portals, or electronic invoicing platforms.

Confirm receipt of invoices and provide any additional documentation or clarification as requested by the customer.

Follow up with customers to ensure prompt payment and address any billing inquiries or discrepancies.

Pay Supplier and Freight Invoices:

Receive and review invoices from suppliers for materials or services provided.

Verify the accuracy of supplier invoices against purchase orders, contracts, and delivery receipts.

Process supplier invoices for payment in a timely manner, adhering to agreed-upon payment terms and conditions.

Similarly, review and pay invoices from freight companies for shipping services rendered, ensuring timely settlement to avoid delays in deliveries.

Manage Accounts Payable:

Maintain accurate records of all invoices received from suppliers and freight companies.

Track payment due dates and prioritize invoices for payment based on urgency and available cash flow.

Coordinate with the finance department to ensure sufficient funds are available to cover invoice payments and manage cash flow effectively.

We expect an overwhelming response both in terms of volumes and caliber of candidates. Whilst we may not be able to respond to you personally, rest assured, your profile will be reviewed and evaluated against the open position. If you have been shortlisted, you will be notified by 20th June 2024.

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