Coordinator, Commercial Contracts

ABOUT THE COMPANY

We are a global energy maritime logistics leader with a world-class asset base. We are the dedicated and vital logistics arm for company Group, providing mission critical and highly specialized services across company’s entire value chain. We also provide market-leading, cost-competitive maritime and logistics solutions to over 100 global customers and ship to more than 50 countries across the world.

 As a global energy maritime logistics leader and the dedicated and vital logistics arm for company Group, we are driven to set the highest standards in shipping and maritime operations, pushing boundaries and pioneering new frontiers in sustainability. We are committed to delivering world-class solutions that are innovative and efficient, while always putting safety first

 JOB PURPOSE

Coordinate with clients and internal business units/departments effectively and professionally relating to logistics & contractual commercial activities. Review, compile and prepare letters and agreements for internal and external signatures. Maintain Commercial database, Register Sales Contract and Subcontracts in SAP / Salesforce and ensure accuracy of all data values. Ensure compliance of company L&S Policies and Procedures.

KEY ACCOUNTABILITIES

Commercial-Contracts Services Strategy

• Assist in preparing Commercial Services Business Plan & Related KPIs as per set timelines in order to support achievement of business objectives and company L&S Strategic Business Plan.
• Maintain shared folders, update customer databases and contracts log on regular basis.
• Conduct daily / weekly site visits and record any unauthorized activities with pictures to be raised to tenants.
• Maintain excellent tenant / client relations and monitor all tenant activities within the Musaffah Base.
• Provide weekly / monthly / yearly reports on suggesting new ideas and new KPIs for implementation.
• Action all Audit findings raised and ensure successful closure of all items.

Sales Contracts / Subcontract Management

• Develop an efficient and constructive customer and network database.
• Monitor & update commercial database.
• Maintain excellent working relationship with clients/tenants.
• Attend various meetings with current and prospective clients to promote company services, recording minutes of meetings and cascading as required.

• Contribute to a proactive customer communication process through coordination with respective divisions/departments and ensuring timely feedback to customers via faxes/letters/e-mails.
• Support provision of value-added products and services.
• Support establishment of strategic partnerships.
• Contribute to improvement on shareholders wealth, maximizing asset utilization and increasing revenue and profit margin through coordinating various said activities.
• Gather and compile data related to market information for benchmarkinq and feasibility studies.
• Provide monthly reports on Department successes and achievements including lessons learnt.
• Participate in local and international exhibitions, fairs, seminars and conferences as appropriate.
• Coordinate with Billing, Assets Integrity and Finance for Sales and Tariff and related costing and assisting in preparation of quotations to new potential and/or existing tenants and obtain management approval.
• Manage and Monitor end to end system updates and inform concerned departments accordingly.
• Circulate to tenants and upload in SAP / salesforce monthly changes of diesel/fuel prices.
• Participate in negotiation activities with current and potential clients, understand their requirements and raise them accordingly to Management.
• Liaise with concerned teams for bid preparation, provision of technical and commercial tender briefs for EOI’s and RFT submissions.
• Work closely with proposal team to submit cost and pricing schedules for tender submission, method statement and assist in preparation of business cases to ensure correctness and completeness of data.
• Liaise with operations department regarding post-tender and award activities and ensure documentary requirements are met.
• Property Rental Lease & Services Agreements
• Prepare Notification Letters as per Commercial Procedure 3 months prior to expiry of the Lease & Services Agreement and dispatch to Tenant.
• Respond to all Tenants requests particularly request for discounts in rental.
• Receive acknowledge and respond to tenant requests for maintenance and repairs alongwith any / all additional requirements.
• Cascade the requirements to Commercial Specialist and assist with quotation formalities.
• Prepare all internal memos seeking Management approvals for new requirements, discounts and renewals as per procedure.
• Upon acceptance and agreement with tenants draft and prepare new/renewed Lease & Services Agreements and Maintenance Services Contracts to obtain management signature and tenant signature.
• Coordinate with Finance for any outstanding payments of tenants related to Lease & Services Agreements and follow-up with clients accordingly.
• Coordinate with Engineering Dept and Operations Department for lodging new tenants and upon their evacuation.
• Check, validate and assess financial statements and payment ability of new clients upon receipt of their interest / request to occupy premises within MOSB. Mediate for appropriate Due Diligence activities. Conduct background checks in case of International Companies to ensure following UAE Law.
• Responsible for maintaining and time to time updating the detailed contractual log and furnishing key updates as and when needed.
• Creating all quotations in the Salesforce and directing for Manager approval.

• Creation of Contracts and regularizing any / all updates in the Salesforce for Management approval while ensuring data transfer from Salesforce to SAP and cascading the same to Finance and Billing Departments for further processing.
• Conduct regular updates of OPCO and Non OPCO tariff and enter as and when required in the system.

Database Management

• Maintain Commercial Database of Sales Inquiry, Quotations, Awarded Contracts in commercial shared folder.
• Maintain records of property rental LS Agreements, sales contracts and subcontracts in commercial shared folder and registering in Salesforce / SAP in timely manner with valid and accurate information based on signed documents. Update and reconcile information in Salesforce and ensure the same is reflected in SAP.
• Coordinate with Finance and Billing Departments for any invoices, billing, payments and entry gaps in SAP.
• Responsible for creation of all new customers within the Base and liase with Base Operations for their requirements.
• Monitor expiry dates of the Agreements and Contracts and communicate with clients for timely extension/renewal of the contract.
• Monitor and maintain record of Technical partners insurances of awarded subcontracts.
• Monitor and maintain record of technical partner’s performance bank guarantees.
• Review and validate service material, pricing condition, sales contract and subcontracts information for migration to company ONE ERP and Salesforce. Attend IT meetings as required and raise tickets for resolving any IT related issues.
• Take ownership of document creation to ensure deadlines and objectives are met.
• Ensure documentation is centrally held and accessible to team members.
• Provide required data for all internal and external audit findings and ensure all findings are actioned and resolved.

New Business Development

• To identify the business needs that contributes to the future development of the business. Carry out online research regarding the logistics industry in UAE and GCC region.
• Maintain positive relationship with existing and new customers.
• Technical Partner / Tenants Relationship Management
• Maintain excellent working relationship with technical Partners and all Tenants at the Musaffah Base.
• Attend meetings with technical partners and tenants as required and attend to all their requests particularly for additional requirements, maintenance, repairs and all miscellaneous activities.
• Prepare draft MOUs between company L&S & Technical Partners for various services.

MINIMUM REQUIREMENTS

• Graduate in Commerce, Legal or equivalent.
• 5 years related experience.
• Computer literate, with Windows experience essential and ability.
• Good knowledge of written and spoken English and Arabic.

• Certificate in Contract Management is preferred.