Commercial Officer

Kindly note - This requirement is for one of our client located in Mulund, Mumbai

Role Overview:

This role is for a full-time Commercial Officer for Commercial Delivery Team. The Commercial Officer is responsible for overseeing the full commercial cycle from initial client enquiry through to quotation, contract management, invoicing, and debt follow-up. The role ensures that all commercial activities are conducted accurately, efficiently, and in accordance with company procedures, while maintaining strong relationships with clients and internal stakeholders. The post will report to the Senior Commercial Manager.

Responsibilities:

(I) Enquiry Management and Quotation preparation

Receive and review client enquiries, ensuringprompt response and thorough understanding of requirements.

Gather detailed information using internal systemsand external resources, to assess and advise the client accordingly.

Liaise with internaldepartments to support the client throughout the voyage or task.

Verify all voyageinformation such as ETA, location, vessel name, and charterers details, check vessel sanctions prior to quotation.

Prepare competitive quotationsusing internal pricing tools and market knowledge.

Communicate directly with clients to ensure they understand the information provided and we try to convert the quotation.

Ensure consistency with pricing guidelines, check previous quotes,and record all information in Sonar.

Submit final quotations to clients and record all information accurately

(II) Order confirmation and Contract Management

Acknowledge client confirmations promptly and gather all necessary details for contract creation.

Input confirmed orders, ensuring accuracy and completeness of voyage, contracting, and location data.

Draft and issue contracts.

Manage contract revisions, obtain countersignatures.

Coordinate with the Assets Screeningassessment team and Operations for affiliated

vessel requirements, including team composition, flag documentation, and support arrangements.

Prepare and issue team, weapon,and flag documentation in accordance with company

andclient requirements.

(III) Invoicing/Debt

Review draft invoices for accuracy, verifying against contracts, quotes, and Sonar entries.

Confirm voyage numbers, PO references, pricing adjustments, and invoicing entities.

Finalise and dispatch invoices using approved templates, ensuring they are sent tothe correct billing entity.

Record invoice sending within Sonar and maintain up-to-date invoicing records.

Monitor outstanding invoices and initiate client contact prior to payment due dates.

Conduct professional follow-up communications to confirm payment status and address potential delays.

Escalate overdue payments to the relevant Account Manager or management when necessary.

Update and maintain debtor tracking sheets, providing detailed notes and updates ahead of debt review meetings.

Support the Finance team by resolving client invoice queries efficiently.

Invoice accuracy and on-time issuance.

Reduction of aged debt and improved payment timelines

Administrative and Reporting Duties:

Conduct regular vessel sanctions checks and maintain compliance with company and regulatory standards.

Manage and prioritise the Commercial inbox, ensuring timely action and response.

Submit daily handover reports to ensure continuity between shifts.

Review weekly invoicing reports, identify discrepancies, and ensure resolution.

Maintain accurate record-keeping, document control, and system updates in Sonar and associated databases.

Develop and maintain proactive sales lists and market intelligence to identify new commercial opportunities.

Monitor market activity, competitorbehaviour, and client trends to generate leads.

Qualification and Skills:

At least 1 years previous relevant experience in a commercial role.

At least 2 years experience within maritime operations or vessel management.

The ideal candidate should be excited about the opportunity, motivated and experienced.

Experience and clear understanding of client relationship management responsibilities and the ability to nurture relationships with clients is crucial.

Strong interpersonal communications and the ability to build trust and respect with Ambrey clientsfocusing on the long-term interestsof the business.

Ability to network and establish relationships with client organisations and identify improvements to commercial procedures to meet their needs.

Strong IT skillsincluding using excel to analysedata and the company bespokeclient relationship management tool.

Works efficiently and calmly to tight deadlineswith the abilityto coordinate activities and facilitate team and individual goals.

Coach co-ordinators on best practices and handing daily issues and tasks and resolve issues with contracts and invoicing.

Assists the SeniorManagers and directorsand works as a memberof a cohesive team and accept extra duties as situations arise.

Establish and maintaina thorough understanding of all clientsneeds and requirements

Act as the out of hours contactfor your team on a rotational duty basis.

Assertiveness and drive with stronginfluencing skills.

Excellent communication skills written & oral (informal and presentation to board level).

Ability to meet targetsand KPIs, demonstrating ambition and commitment.

Key Skills and Competencies:

Strong commercial and analytical skills with the ability to interpret market trends.

Excellent communication and interpersonal skills for client and internal liaison.

High attention to detail and accuracy in documentation and data management.

Proficient in the use of CRM platforms and Microsoft Office Suite.

Ability to manage multiple priorities in a fast-paced environment.

Proactive and solution-focused approach to problem-solving.

Key Performance Indicators (KPI):

Meet client enquiry response time SLAs

Meet enquiry to quote completion SLAs

Meet accuracy SLAs for quotations.

Timeliness and precision of order and contract processing.

Compliance with internal commercial procedures and reporting standards.

Work towards win percentage targets