Commercial Administrator

2 weeks ago

Shanghai, Shanghai, China Oxford Instruments Full time

Role Details

Business, Location: Andor, China

Role: Commercial Administrator

Reports to: Sales and Marketing Operations Manager - Andor

Direct Reports: None

Primary Purpose: Responsible for handling compliance aspects of business orders, supporting sales, and corporate legal and compliance departments in completing tasks such as end user validation, export license application, and end user checks.

Key Responsibilities

  • Reviewing purchase orders, contracts, and End User Undertake forms to ensure consistency before submission for export license application.
  • Communicating with sales/agents to resolve any document discrepancies to ensure smooth order placement.
  • Completing End User Validation Process following export control procedures, obtaining necessary compliance documents, and submitting export license applications.
  • Monitoring export license application status regularly and coordinating additional end user checks as required.
  • Generating monthly reports on export license applications, assisting in order audits, and maintaining customer communication.
  • Assisting Sales in fulfilling export license application requirements and other compliance tasks.

Bid Support

  • Supporting Sales in issuing authorization letters for tenders and ensuring all required information is provided and approved.
  • Assisting in document stamping and filing related to bids.
  • Coordinating bid templates and order data for tender submissions.

Contract Signing

  • Customizing Andor contract templates for distributors and OEM companies, confirming lead times, and coordinating contract approvals.
  • Submitting contracts for legal approval and order processing.
  • Entering orders into production system upon contract signing.

Demo Loan Agreement

  • Obtaining demo loan agreements, obtaining approvals, and coordinating demo shipments.
  • Handling internal demo purchase processes.

Other assigned work may be required.

  • Assisting in brochure and gift distribution and event registrations.

Indicative Performance Measures

  • Evaluating Customer Satisfaction Levels.
  • Monitoring feedback from customers and distributors.
  • Managing Order Process Value and Quantity.
  • Reviewing EUU Application Feedback.

Person Specification – Essential requirements unless stated

Education / Qualifications:

  • Bachelor's Degree in business or related field.
  • Experience in customer-facing roles in a commercial setting, preferably in international trade.

Professional Skills/ Abilities:

  • Minimum 1 year of experience as a sales assistant/commercial administrator in a foreign enterprise.
  • Familiarity with INCOTERMS, international trade practices, and documentary L/C processes.
  • Strong troubleshooting skills and practical experience in the field.

Personal Qualities:

  • Effective verbal and written communication skills.
  • Proficiency in computer operations.
  • Ability to work independently and collaboratively.
  • Goal-oriented mindset.
  • Ability to connect with diverse personalities and cultures.

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