Operations & Commercial Executive

Job Summary

The Operations & Commercial Executive supports the Operations and Sales teams by managing project documentation, coordinating job schedules with customers and internal teams, preparing billing documentation, maintaining departmental records, and ensuring administrative processes are carried out efficiently. The role requires strong organisational skills, attention to detail, and the ability to coordinate effectively with multiple stakeholders.

Key Responsibilities

• Prepare project documentation and submit the required documents to customers for approval prior to job commencement.
• Coordinate with the Operations team to ensure approved projects are scheduled and executed in a timely manner.
• Assist in planning and coordinating job schedules based on operational requirements and customer commitments.
• Liaise with customers to arrange, confirm, and update job schedules while ensuring clear and timely communication.
• Work closely with the Operations and Sales teams to gather, communicate, and follow up on customer feedback and operational requirements.
• Prepare accurate job completion documentation and generate billing reports for submission to the Finance department.
• Maintain organised and up-to-date departmental records, filing systems, and documentation for efficient retrieval and audit purposes.
• Assist in the preparation of quotations, service agreements, contracts, and other customer-related documentation.
• Coordinate internal registrations, permits, licences, and renewals to ensure compliance with statutory and company requirements.
• Monitor the validity of company licences, registrations, certifications, and other administrative records, ensuring timely renewal.
• Provide administrative support to the Operations and Sales teams to facilitate efficient daily operations.
• Identify opportunities to improve administrative workflows, documentation processes, and record management.
• Perform any other duties or responsibilities assigned by Management from time to time.

Requirements

• Diploma or Degree in Business Administration, Management, Logistics, or a related discipline.
• Minimum 2 years of experience in administration, operations support, or contract administration.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Strong organisational, coordination, and time management skills.
• Excellent communication and interpersonal skills.
• Meticulous, responsible, and able to manage multiple tasks simultaneously.
• Ability to work independently while collaborating effectively with cross-functional teams.

Preferred Experience

• Experience in waste management, logistics, construction, engineering, or related industries.
• Experience handling customer documentation, quotations, contracts, and billing documentation.
• Familiarity with ERP or accounting systems will be an advantage.

Key Competencies

• Planning and Coordination
• Documentation Management
• Customer Service
• Communication Skills
• Attention to Detail
• Problem Solving
• Time Management
• Teamwork
• Accountability
• Process Improvement