Commercial Administrator

ASM; United Arab Emirates; On-site; AED 89,000 - 179,000; Full time

Job summary

ASM is seeking a versatile Commercial Administrator to provide general administrative support, assist with client coordination and manage commercial documentation. The role supports Administration/Secretariat functions, assists VPs with client-related tasks and coordinates with departments to maintain records and trackers.

You will help prepare and manage commercial agreements, ensure timely follow-up on pending items, and maintain documentation accuracy and version control across teams.

Qualifications

• Bachelor’s Degree or equivalent.
• Experience in office management and customer service.
• Familiarity with office management systems and procedures.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide general administrative support and documentation.
• Prepare, organize, file and maintain accurate records.
• Coordinate with VR and Fuel Supply teams on administrative matters.
• Assist with drafting and processing commercial agreements and related documents.
• Follow up on pending documents, signatures and required information.
• Maintain trackers and document version control.
• Draft client-related correspondence and maintain records.

Skills

organizational skills

written communication

verbal communication

attention to detail

multi-tasking

independent work

confidential information handling

CRM proficiency

stakeholder coordination

Education

Bachelor’s Degree or equivalent

Tools

Microsoft Office Suite

CRM

Document management

Tracking systems

Job description

ASM is looking to hire a versatile and highly organized Commercial Administrator to provide general administrative support and assists with client-related coordination, commercial documentation and related activities. The role involves supporting the
Administration/Secretariat function, assisting Vice Presidents with assigned client-related administrative requirements, coordinating with relevant departments, maintaining accurate records, following up on pending matters, and assisting with the preparation and management of commercial agreements and related documents.

Essential Criteria

• ADMINISTRATIVE & SECRETARIAT SUPPORT
  • Provide general administrative support as required, including day-to-day administrative tasks and documentation.
  • Prepare, organize, file and maintain accurate administrative and company records.
  • Support the Administration/Secretariat function with administrative and documentation requirements.
  • Assist with the preparation, circulation and coordination of documents between relevant parties.
  • Follow up on pending documents, signatures, approvals and required information as instructed.
  • Maintain appropriate filing systems, trackers and document version control.
  • Handle confidential company and administrative information appropriately and perform other
• VICE PRESIDENT & CLIENT SUPPORT
  • Provide administrative and coordination support to Vice Presidents in relation to assigned client related matters.
  • Assist with routine client follow-ups regarding pending documents, requirements, information and action items, and maintain updated trackers and records.
  • Assist with client-related documentation, onboarding requirements, and the circulation and completion of documents between relevant parties.
  • Prepare updates and summaries on pending client-related matters for review by the relevant Vice President.
  • Identify delays, missing information or outstanding matters and bring them to the attention of the relevant Vice President or responsible person.
  • Draft, send and track professional client-related correspondence as instructed, ensuring accuracy, clarity and alignment with ASM communication standards.
  • Maintain appropriate records of client-related communications, follow-ups and outstanding actions.
  • Develop and maintain an understanding of assigned clients, contracts, requirements and relevant service arrangements.
  • Identify client concerns, service gaps or recurring issues and bring them to the attention of the relevant Vice President or responsible person.
  • Coordinate with relevant internal departments to ensure client requirements and agreed actions are completed within the required timelines.
• AGREEMENTS & DOCUMENTATION
  • Assist with the preparation and drafting of commercial agreements and related documents, including AFSA, FSA, LA, MOUs, LOIs, Temporary MOUs, Temporary LOIs, Facilitation Agreements, Novation Agreements and NDAs, as instructed.
  • Assist with the formatting, coordination and processing of commercial agreements and related documents.
  • Coordinate the circulation of agreements to relevant parties for review, approval and signature, and follow up on pending signatures, approvals and required information.
  • Maintain accurate and organized records of commercial agreements and related documentation, including proper filing and version control.
  • Develop and maintain knowledge of the company's documentation and agreement processes and perform other related duties as assigned.
• DEPARTMENTAL COORDINATION & FOLLOW-UP
  • Coordinate with the VR and Fuel Supply teams on relevant administrative and documentation matters.
  • Ensure relevant information and documents are communicated to the appropriate parties in a timely manner.
  • Follow up on outstanding actions and elevate delays, missing information or issues requiring further attention to the appropriate person.
  • Support effective coordination between Administration and other departments, while developing knowledge of the company's administrative, client coordination and commercial processes.

Desirable Criteria

• Bachelor’s Degree or equivalent
• Experience in office management and customer service
• Familiarity with office management systems and procedures
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Personal Attributes

• Good administrative and organizational skills.
• Good written and verbal communication skills.
• Good professional email writing and communication skills.
• Good attention to detail and accuracy.
• Proficiency in Microsoft Office applications.
• Ability to manage documents and maintain accurate records.
• Ability to maintain trackers and follow up on pending matters.
• Ability to coordinate with different departments and stakeholders.
• Willingness to learn and develop knowledge of administrative, client coordination and commercial processes.
• Ability to manage multiple tasks and priorities.
• Ability to meet deadlines and maintain consistent follow-up.
• Ability to work independently on routine tasks while seeking guidance when required.
• Ability to handle confidential information appropriately.
• Proficiency in CRM, document management, tracking and reporting systems.
• Proactive approach to coordination, follow-up and problem solving.