Commercial Secretary

**How you can make your mark**:
**How you can make your mark**

We are seeking a highly organized and efficient Commercial Secretary to support our commercial
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
third-party 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 follow-up actions are completed accurately and on time.

forward important communications to the appropriate team members or management.
- **Marketing Material Management**: Regularly update and improve the company's 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 up-to-date.
- **Pre-Qualification and Document Submissions**: Prepare pre-qualification 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.

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

- Minimum 2 years of related experience
- Bachelor’s Degree
- Excellent organizational and time-management 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 earth-moving 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 full-time job.

and send it to us along with your CV and cover letter. As soon as you have sent your
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.

**About Boskalis**:
Horizon Geosciences is part of the Boskalis group of companies. Horizon Geosciences provides