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  • Job reference: RMS0129043

Commercial Administrator

  • Sector: Commercial
  • Location: Great Yarmouth
  • Job type: Contract
  • Date posted: 05/08/2013
  • Time left:
    d h m s
    (12/08/13)
This vacancy has now expired.
The Role:
To support the sales and commercial department with key administration requirements for the production of quotations and large tenders.

Main Responsuibilities:
Act as focal point for the issue of the quotation registration forms and update log and issue quotation number s accordingly.
Open and establish filing system for enquiry.
Ensure quotation log (excel based) is up-to-date on weekly basis and record relevant information on issue of the quotations.
Be responsible for obtaining any missing data from relevant sales staff.
Provide monthly financial report from quotation log for Senior Management.
Effectively liaise with projects department to ensure accurate recording of data for projects won.
Carry out grammatical and layout checks of quotations prior to commencement of review process.
Act as the controller of the internal review process of quotations prior to issue.
Be responsible for issuing to Clients, where quotation not issued by sales manager.
Liaise with financial department and overseas offices as required.
Attend and minute, tender/quotation kick off meetings with appropriate bid team
Manage all incoming and out-going correspondence from Clients during tender process
Ensure all tender clarifications, bulletins and any post tender clarifications are efficiently filed, distributed to relevant member of staff and return to Client once approved.
Develop and maintain a library of reference information to support the efficient preparation of quotations and tenders (excluding costs library)
Carry out the administration aspects of tender production under guidance from line manager.
Be responsible for acting as focal point for incoming/ out-going information for electronic bid submission
Establish on notification of electronic bid, method of notification and correspondence email address
Carry out final production of all tender documentation for issue
Arrange all couriers and track the delivery of tenders and quotations
Provide general administration services to Contracts Manager including the typing of contract exceptions table and filing of contracts
Provide support in the completion of pre-qualification questionnaires and other registration documentation as required
Assist where required in the management and production of smaller quotations
Carry out other relevant duties as identified by line manager

Essential Skills / Qualifications:
Educated to A Level standard
General experience in working in an office environment
Proven experience in the administration of quotations and tenders
Proven ability to manage internal recording of quotation log and associated databases
Provide administration support to contracts
Data preparation
Ability to prioritise own workload
Excellent interpersonal and written communication
Strong Microsoft office skills including word, excel, power point and access
Self-motivated individual with excellent communication and relationship skills
Ability to create/edit written materials
Employ attention to detail to ensure continuity of information
Process driven
Results orientated
Completer/ finisher
Current driving license
Ability to work in the UK

Desirable Skills / Qualifications:
Experience of business management systems for quality, safety and environment
Oil and gas experience with relevant operators
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