This is a full-time position based at our Mumbai, India office.
The Role
This position based in our Mumbai office is for a full-time Commercial Officer for Ambrey’s 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
A. Enquiry Management and Quotation Preparation
- Receive and review client enquiries, ensuring prompt response and thorough understanding of requirements.
- Gather detailed information using internal systems and external resources, to assess and advise the client accordingly.
- Liaise with internal departments to support the client throughout the voyage or task.
- Verify all voyage information such as ETA, location, vessel name, and charterers’ details, check vessel sanctions prior to quotation.
- Prepare competitive quotations using 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.
B. 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 Screening assessment 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 and client requirements.
C. 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 to the 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.
D. 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, competitor behaviour, and client trends to generate leads.
Qualifications & Skills
- At least 1 year’s 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 clients focusing on the long-term interests of the business.
- Ability to network and establish relationships with client organisations and identify improvements to commercial procedures to meet their needs.
- Strong IT skills including using excel to analyse data and the company bespoke client relationship management tool.
- Works efficiently and calmly to tight deadlines with the ability to 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 Senior Managers and directors and works as a member of a cohesive team and accept extra duties as situations arise.
- Establish and maintain a thorough understanding of all client’s needs and requirements
- Act as the out of hours contact for your team on a rotational duty basis.
- Assertiveness and drive with strong influencing skills.
- Excellent communication skills – written & oral (informal and presentation to board level).
- Ability to meet targets and KPIs, demonstrating ambition and commitment.
Key Skills & 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.
Terms & Conditions
- Salary: commensurate with experience.
- Annual Leave: 25 days per annum plus public holidays.
- Working hours: Part of a duty rota, including standard working hours as well as early, late, and weekend shifts as required.
- Job type: Full-time, permanent.
- Overseas travel as required and directed.
- Benefits: Referral Bonus, Eye Care, Discount Card, Techscheme, Cyclescheme, Discounted Gym Membership, Wellness & Fitness, Employee Assistance Programme, Pension, Enhanced Maternity and Paternity Pay. And much more!
The Job Description for this post will be subject to routine review and revision in order to meet the developmental requirements of the company. The post holder may be required to undertake additional appropriate duties as directed and required.
