How you can make your mark
How you can make your mark
We are seeking a highly organized and efficient Commercial Secretary to support our commercial
operations. The successful candidate will be responsible for managing sensitive documents, coordinating
meetings and travel, assisting with exhibitions, and ensuring smooth communication between departments and clients. This role requires attention to detail, discretion, and a proactive approach to administrative support.
Your responsibilities as a Commercial Secretary
• Document Management: Maintain and organize confidential files and records, including contracts,
proposals, reports, and procedural documents to ensure accessibility and compliance with company standards.
• Diary and Travel Management: Organize and maintain diaries, schedule meetings, and arrange travel logistics, including visa processing. Ensure seamless coordination of client meetings and third-party interactions.
• Exhibition Support: Assist in organizing and managing exhibition participation, including coordination of logistics, materials, and attendance as required.
• Meeting Support: Prepare and distribute meeting agendas, record minutes, and ensure all necessary follow-up actions are completed accurately and on time.
• Email and Correspondence Management: Monitor the General Enquiries inbox, prioritize and forward important communications to the appropriate team members or management.
• Marketing Material Management: Regularly update and improve the company's brochures, specification sheets, and other marketing materials to ensure they are current and professionally presented.
• Tender Coordination: Facilitate the collection and delivery of tenders, ensuring all documents are submitted in a timely manner. Track and manage submissions to ensure compliance with deadlines.
• Client Communications: Create and maintain organized folders for client correspondence, ensuring that all relevant information is easily accessible and up-to-date.
• Pre-Qualification and Document Submissions: Prepare pre-qualification files and manage the timely submission of related documents, ensuring compliance with client requirements.
• Server File Maintenance: Regularly update the Commercial file on the server, ensuring it includes accurate records such as vessel specifications, licenses, certificates, and track records.
• Proposal Submission: Oversee the final submission process for proposals, ensuring all necessary documents are included, and coordinate the shipment of proposals with couriers or personnel.
• Client Registration & Renewals: Manage the registration and renewal process with clients, ensuring all relevant documents are completed and submitted in a timely manner.
• Departmental Communication: Administer the dispatch of outgoing faxes, letters, and reports from the department, ensuring clear and professional communication at all times.
• Purchasing Support: Manage departmental purchasing requirements, coordinating orders and ensuring that supplies are delivered on time.
We offer
Your qualities and experience
You can make your mark as a Commercial Secretary if you have:
• Minimum 2 years of related experience
• Bachelor’s Degree
• Excellent organizational and time-management skills
• Strong attention to detail and accuracy
• Ability to maintain confidentiality and exercise discretion
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong written and verbal communication skills
• Previous experience in a similar administrative role is a plus
• Ability to work independently and as part of a team
• Proactive, resourceful, and adaptable to changing priorities
• Fluent in written and spoken English
What you can expect
• A dynamic environment: A job where you can make an impact, in an earth-moving company, as part of a diverse, international team of experts.
• Rewarding conditions: A competitive salary and much more.
• Warm welcome: We warmly welcome our new colleagues, so they feel at home as soon as possible.
• Career development: Plenty of opportunities to realize your full potential. Challenge yourself with (online) courses in our Boskalis academy.
• Young Boskalis: Have fun and join Young Boskalis during social events and various engaging activities. Networking and knowledge sharing are a vital part of Young Boskalis as well.
Extra information
• Your team: You will be part of the Commercial Department.
• Where you will work: You will be working in our office in SAIF Zone, Sharjah, United Arab Emirates.
• Fulltime/ part- time job: The position of Commercial Secretary is a full-time job.
• Procedure: All you need to do to apply for a job is to complete the online application form and send it to us along with your CV and cover letter. As soon as you have sent your application, you will receive a confirmation email. Depending on the job, we will invite you for two or more interviews via Microsoft Teams or at our office. If both sides are happy to proceed after interviews, we will make you an offer to join Horizon. After successfully
completing all the steps in the procedure, we warmly welcome you to our organization.
About Boskalis
Horizon Geosciences is part of the Boskalis group of companies. Horizon Geosciences provides marine survey and geotechnical services to an array of clients around the world. Working through their network of offices, supporting every stage of offshore and nearshore projects through their comprehensive range of marine scientific services and fully equipped vessels.
Interested?
Want to know more?
We are more than happy to answer your questions about the position of Commercial Secretary. Please contact Jenelyn Duran, HR Assistant via our career page.
Disclaimer for recruitment and selection agencies
We do not accept any unsolicited applications or CVs from recruitment- and selection agencies.
