Commercial Assistant / Business Assistant (GPU Cloud Services)

Job Overview

We are seeking a detail-oriented and commercially minded Commercial Assistant to support our business operations within the cloud computing and AI infrastructure industry. The role involves managing and reviewing customer-facing and supplier-facing contracts, supporting commercial transactions, and coordinating with cross-functional teams to ensure smooth business operations.

The ideal candidate should possess strong English communication skills （both written and verbal） to work effectively with international customers, partners, and vendors. Experience or familiarity with cloud computing services, GPU infrastructure, data center services, or technology-related businesses will be an advantage.

In addition to contract management, the role will support customer billing, account reconciliation, pricing analysis, and commercial reporting. The successful candidate should have a solid understanding of commercial and financial concepts, with the ability to assess the business impact of contractual terms, pricing structures, and operational decisions in a fast-growing technology environment.

Key Responsibilities

1. Contract Review (Sales & Procurement)

-            Review, draft, and revise sales contracts / customer agreements (e.g., sales agreements, NDAs, SLAs)  with a focus on commercial impact (pricing, payment terms, liability caps, delivery obligations).

-            Review and negotiate procurement contracts / supplier agreements (e.g., purchase orders, framework agreements, NDAs, service agreements) while balancing legal risk and business needs.

-            Identify commercial risks and misalignments – such as unrealistic service levels, hidden costs, or unfavorable payment schedules.

-            Ensure contract terms align with company policies, standard templates, and commercially approved parameters.

2. Customer Reconciliation & Settlement

-            Perform regular customer account reconciliation to ensure accurate billing and payment records.

-            Investigate and resolve discrepancies between contracts, delivery records, invoices, and customer payments.

-            Prepare and share reconciliation statements with customers; follow up on outstanding or disputed amounts.

Support month-end and quarter-end closing activities related to customer accounts.

3. Invoicing Coordination with Finance

-            Coordinate with the finance department on all invoicing matters, including timing, format, tax treatment, and special billing requirements.

-            Ensure that invoicing aligns with contract terms (e.g., milestone billing, recurring charges, one-time fees).

-            Relay customer-specific invoicing instructions to finance and resolve any invoice-related disputes or clarifications.

4. Product Pricing Based on Business Costs

-            Support the development of product/service quotations by calculating and incorporating business costs (e.g., COGS, logistics, labor, overhead, third-party fees).

-            Work with internal teams (procurement, operations, finance) to obtain accurate cost inputs.

-            Apply approved markup/margin policies to generate customer-facing price proposals.

-            Maintain a pricing log to track quotation history, cost changes, and margin performance.

5. Document & Process Management

-            Maintain a centralized contract and pricing database.

-            Track key commercial dates (renewals, price adjustment windows, termination notice periods, payment due dates).

-            Support internal approval workflows and prepare commercial summary sheets for decision-makers.

6. Cross-functional & External Communication

-            Liaise with sales, procurement, finance, and operations teams to resolve commercial, billing, or pricing discrepancies.

-            Communicate with external customers and suppliers on contractual, reconciliation, and invoicing clarifications.

Qualifications

Mandatory Requirements

-            Bachelor's degree in Business Administration, Finance, Accounting, International Trade, Economics, Law, or a related field.

-            1–3 years of experience in commercial support, contract review, customer reconciliation, billing coordination, or pricing support (in-house experience preferred).

-            Language: Fluent in English (both written and spoken). Proficiency in additional languages, for example Chinese, is a plus.

-            Proficient in MS Office (Word, Excel, Outlook, PowerPoint).

Commercial & Financial Awareness (Critical)

-            Ability to read between the lines of a contract – understanding commercial impact on P&L, cash flow, operations, and customer/supplier relationships.

-            Solid understanding of commercial concepts: margin, MOQ, payment terms (TT, LC, net 30/60), liability caps, indemnities, warranties, and termination rights.

-            Experience with customer reconciliation (matching POs, delivery notes, invoices, payments) and resolving discrepancies.

-            Basic understanding of invoicing processes (e.g., VAT, pro-forma invoices, credit notes) and coordination with finance teams.

-            Ability to calculate product/service pricing based on business costs (COGS, logistics, labor, overhead, third-party fees) and apply margin policies.

Contract Knowledge

-            Solid understanding of sales contracts (liability, payment terms, delivery, IP, confidentiality, service levels) and procurement contracts (supplier obligations, warranties, indemnities, penalties, termination).