Applus+

Commercial and Contracts Coordinator

Job Locations US-TX-Sugar Land
Internal Title
Commercial and Contracts Coordinator
Requisition ID
2018-2070
# of Openings
1
Category
Contracts

Company Bio

applus-logo-3inch

Applus+ is a global leader in the Testing, Inspection and Certification sector delivering non-destructive testing, inspection, engineering, and manpower services to the aerospace, power, and, oil and gas industries. We are a trusted partner who enhances the quality and safety of our clients’ assets and infrastructures while safeguarding their operations. We deliver this through our technical capabilities, innovative approach, and our motivated team who are committed to operational excellence.

 

Applus+ has achieved a significant global presence and a leading position in its target markets and regions. As a result, our teams have expanded with 19,000 professionals across the world, attracting the very best talent in the industry.
Together beyond standards

Position Purpose

  • The main function of the Commercial & Contracts Coordinator is to support the Commercial Department through the execution of a variety of tasks with a focus on maintaining the team organized, working efficiently and effectively to process in bound requests accurately and in a timely matter. The Commercial & Contracts Coordinator is an integral part of the Commercial Department and will have frequent communication with Operations and our customers. The day-to-day work includes monitoring inbound requests in the team email accounts, answering requests, redirecting requests, and following up on open requests. Requests processed  by the Commercial and Contracts Coordinator include the completion of customer forms, responding to customer requests for information and certificates of insurance, receiving and validating Purchase Orders, support in organizing documents for bids and proposals, among other. Organization and ability to muti-task is essential and the Commercial & Contracts coordinator will be responsible for maintaining the departmental records and managing the flow of inbound requests.

Duties and Responsibilities

  • Management of inbound requests from Operations and Customers:
    • Owner of the team email responsible for maintaining the email account well organized and up to date daily.
    • Manage the flow of inquiries through the accurate assignment of requests.
    • Complete designated requests per the set timelines.
    • Maintain a high level of customer service by promptly responding to requests. When the request cannot be immediately completed, respond acknowledging the receipt and providing an estimated turnaround time.
  • SalesForce Administration
    • Salesforce administrator and super user.
    • Develops and maintains naming conventions of picklists, report folders, dashboards to improve system usability.
    • Creating/Modifying Lead Assignment Rules.
    • Performs manual or automated data entry/data clean-up as required.
    • Responsible for Contract uploads into Salesforce per the set timelines.
    • Notify and coordinate expiring contracts within 90 days by running the correct reports in Salesforce.
    • Develops adhoc reports as requested by users and performs analysis on data as required.
    • Regularly audits data to uncover data integrity issues and/or opportunities for process improvement.
    • Provide training and leadership to all staff as required.
  • Information Requests/Prequalification Forms/New Vendor Request/RFI Packets
    • Responsible for receipt and completion all requests by compiling all information independently and liaising with HSE, Quality and other functional groups as needed in the established timeline.
    • Research the requirements of the RFI, engaging with and clearly explaining the requirements to specific department staff to complete the requests.
  • Certificates of Insurance
    • Responsible for processing all requests for certificate of insurance received in the team email in a timely manner.
    • Resolution of any COI related issues through proactive and effective investigation of the matter and communication with the Insurance Broker as required.
    • Request COIs for new contracts at the inception of the commercial process, as soon as the contract review request is received in the team email.
  • Contracts and Purchase Orders
    • Apply redlines to customer contracts using provided templates in cases where the same agreement has already been reviewed for an existing customer.
    • Organize, review, and present all new customer contracts to the Commercial Manager with checklist to expedite the review process.
    • Collect all contract background information from operations prior to routing any contract to the Commercial Manager.
    • Review Purchase Orders prior to sending to the Commercial Manager for signature.
  • Bid, Tenders, and Proposals
    • Initial receipt of bids and tenders in the team Email.
    • Ownership of the ‘Bid Checklist,’ by reviewing bids in detail and developing the checklist.
    • Effectively contribute to the bidding process by completing any information readily available. In some cases act as the central point compiling data for the bid. Review the bid responses for quality and completeness. Upload bids as required by certain customers and as agreed with Business Development.
    • Provide review of proposals when requested via the team email. Make any formatting adjustments and edits to improve the overall appearance and quality of the proposal. Verify any calculations in the proposal to ensure accuracy.
  • Provide any type of administrative support for the department as required and requested.
  • Must maintain a strong focus on collaboration and cross functional teamwork with internal and stakeholders.
  • Follow and enforce the Company required safe work practices and procedures at all times.
  • Follow and enforce Company policies at all times.
  • Demonstrate excellent communication skills, professionalism, and promote a positive customer service attitude internally and externally
  • Enforce and abide the requirements of safe operation and personal safety using required Personal Protective Equipment and Safe Practices per company policy
  • Perform other duties as assigned by manager.

Supervisory Responsibilities

  • Not applicable

Knowledge and Skills

  • Ability to multi-task and properly execute multiple simultaneous assignments under pressure and tight deadlines.
  • Must have excellent written and verbal communication skills and the ability to maintain confidentiality
  • The ability to understand the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • The ability to communicate effectively both in writing and verbally.
  • Demonstrates a systematic approach in carrying out assignments. Is very orderly and excels at cutting through confusion and turning chaos into order.
  • Demonstrates a strong ability to identify, analyze and solve problems. Unusually decisive in handling difficult problems. Translates problems into practical solutions.
  • Shows willingness and aptitude to use own discretion in taking appropriate steps in finding solutions to problems; presents options and ideas to enhance current processes or procedures. Takes on additional responsibility when both big and small tasks need to be done.
  • Willing to work with others, collaborating and compromising where necessary; promptly share relevant information with others.
  • Maintains a positive “can do” outlook, rebounds quickly from frustrations and unpleasantness, and maintains composure and friendly demeanor while dealing with stressful situations.
  • Ability to develop constructive and cooperative working relationships with others, and maintaining them over time
  • Must have working knowledge of MS Office Suite of products
  • Firmly adheres to the values and ethics of Applus. Exhibits honesty, discretion, and sound judgment.

Education and Work Experience

  • A bachelor's degree in business, marketing, or related field preferred or 3+ years’ experience in a professional role, preferably supporting a company in the Energy sector.
  • Experience customer service oriented roles (internal/external), sales environment, supporting sales and/or operations is an advantage.
  • Successful candidates must possess a positive attitude, eager to learn and be part of a fast-paced high-performing team.
  • Successful candidates must have a proven track record of accomplishment.

Certificates and Licenses Required

  • None

Physical Activities and Requirements

  • The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • The ability to communicate information and ideas in speaking so others will understand.
  • The ability to read and understand information and ideas presented in writing.
  • The ability to identify and understand the speech of another person.
  • The ability to choose the right mathematical methods or formulas to solve a problem.
  • The ability to see details at close range (within a few feet of the observer).
  • The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • The ability to add, subtract, multiply, or divide quickly and correctly.
  • Sitting: Remaining sitting, particularly for sustained periods of time
  • Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
  • Dexterity: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling
  • Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
  • Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work area to another.
  • Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.
  • Sedentary work: Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
  • The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading at distances close to the eyes.
  • In compliance with American with Disabilities Act (ADA), Applus+ will make reasonable accommodations that are appropriate and consistent within our legal obligations.

Working Conditions

  • Must be physically located in Houston, Texas
  • The physical environment requires the employee to work inside an office environment, protected from weather conditions but not necessarily from temperature changes
  • The noise level in the work environment is usually quiet to moderate.
  • May be requested to work overtime and weekends occasionally.

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