WHAT DOES A COMMERCIAL ASSISTANT DO?

Published: July 26, 2024 - The A Commercial Assistant's responsibilities include maintaining project files and competitive price databases to support Product Management operations and ensuring data is shared and archived seasonally. This position assists in the input and validation of customer online management systems, BOMs, price lists, and customer information, ensuring accuracy and timeliness in support of the Product Manager. This role manages sample requests, supports customer presentations, and coordinates with manufacturing sites for new product development initiatives, enhancing skills in product management from concept to launch.

A Review of Professional Skills and Functions for Commercial Assistant

1. Commercial Assistant Duties

  • Customer Profiling: Preparing potential customer profiles
  • Market Research: Doing market research and ad-hoc information and intelligence gathering and participating in building the year-on-year strategy
  • Appointment Scheduling: Schedule client appointments and update databases
  • Stock and Order Management: Stock control/order taking/invoicing follow-up/credit control
  • Project Assistance: Assist the country manager on ad-hoc projects
  • Technical Documentation: Completing technical forms with the help of our technical team
  • Logistical Support: Resolving logistical issues and supporting the country manager through import processes and declarations
  • Order Management: Note the orders, find out about the conditions of realization (delivery times, packaging method, etc.), and transmit the information to customers or manager
  • Event Organization: Help organize events relating to commercial activities
  • Meeting Support: Assist the Sales Manager in setting the meeting agendas and participate in them upon request
  • Trade Fair Organization: Organize and participate in trade fairs with the Manager

2. Commercial Assistant Details

  • Administration Support: Assist Commercial team with administration requirements
  • Compliance Monitoring: Ensure compliance with IMS + Support delivery of health and safety policies
  • Record Keeping: Keep accurate records in respect to filing of contract documents, bonds, warranties, and any other commercial information
  • Data Collation: Accurately collate monthly allocation sheets for projects from sites
  • Cost Analysis: Prepare detailed monthly analysis of cost forecast information and entry into CPRM
  • Effective Liaison: Liaise effectively with the commercial department in respect of collation and transfer of any information required
  • Report Assistance: Assist in producing monthly reports
  • Order Preparation: Assist in the preparation and issue of sub-contract orders
  • Pricing and Reconciliation: Assist in materials pricing and reconciliations
  • Deadline Management: Ensure commercial deadlines are achieved
  • Subcontractor Liaison: Liaise with subcontractors where required
  • Payment Processing: Raise sundry payments/cheques + Scan and save documents to the database

3. Commercial Assistant Responsibilities

  • Senior Quantity Surveyor Assistance: Provide assistance to the Senior Quantity Surveyor / Managing Quantity Surveyor and site Commercial Teams
  • Site Records Management: Assisting with site records
  • Subcontract Enquiries: Assisting in compilation of subcontract enquiries and the selection of suppliers
  • Subcontractor Accounts: Preparation of subcontractor's accounts
  • CVR and Forecast Production: Assisting with the production of CVR's and Forecasts
  • Monthly Cost Review: Review System Cost each month and prepare and process any transfers required
  • System Accruals Review: Review System accruals each month and liaise with commercial teams on queries
  • Subcontractor Application Review: Review some subcontractor applications, prepare payments and payment notices
  • Final Accounts Preparation: Help prepare Final Accounts backups and backup spreadsheets for submission to the Employer
  • KPI Evidence Preparation: Prepare evidence for KPI's during the year
  • File Maintenance: Maintain QS files and filing system
  • Commercial Competency: Become competent in commercial site procedures, systems, cost control and change management
  • Policy Adherence: Adherence to Milestone policies and procedures

4. Commercial Assistant Job Summary

  • Sample Request Management: Enter client oil/application sample requests
  • Sample Coordination: Manage client meeting samples and shipments per ACM requests
  • Client Data Linking: Receive and link client bases to respective ARs
  • Team Administration: SRM-related activities/team admin
  • Logistics Coordination: Logistics for visitors and meetings
  • Client Visit Support: Support client visits
  • Sensory Test Coordination: Assist ACMs in coordinating sensory test
  • Supply Chain Assistance: Assist GBU coordinator in supply chain management
  • Client Request Handling: Assist ad hoc client requests per ACM instructions
  • Process Efficiency Oversight: Ensures all processes are in place and working at best efficiency.
  • Timesheet Management: Assist with timesheet administration, reporting and review
  • Client Invoicing Management: Production of/management of client invoicing and tracking of payments
  • Purchase Ledger Involvement: Involvement with Purchase Ledger functions
  • Financial Monitoring: Monitoring of Finance mailboxes for the scheme engaged on

5. Commercial Assistant Accountabilities

  • Archive Management: Maintain customer project files by brand/range/product and be responsible for seasonal archive management.
  • Data Management: Maintain competitive price files in a central database to facilitate easy data sharing for the Product Management Team.
  • Systems Maintenance: Assist the Product Manager with the input and maintenance of customer online product management systems, ensuring accuracy against specified timelines.
  • Data Validation: Support the Product Manager in the validation of BOMs/Price Lists/Customer Information.
  • NPD Support: Support the Product Manager in the generation and maintenance of all NPD critical paths and notes, ensuring these are accurate, updated, and distributed in a timely manner.
  • Meeting Coordination: Attend NPD meetings to gain complete status awareness in the absence of the Product Manager and ensure that actions are highlighted and escalated.
  • Artwork Submission Support: Support the Product Manager via EGAP in the control and submission/approval of pack copy to artwork and proofing stage within the critical path.
  • Event Support: Support customer presentations, preparation of visits, showroom hosting, organizing facilities, etc.
  • Project Management Support: Support the Product Manager with the liaison of the manufacturing site to ensure NPD Initiatives are project-managed.
  • Product Development: Be responsible for defined product areas from concept through to launch to demonstrate & develop Product Manager skills and abilities.
  • Sample Management: Manage Componentry and FG sample requests, maintain stock cupboards, manage customer sample requests, and log expenditure.
  • Documentation Assistance: Assist the Product Manager with customer-specified documentation including new line forms and ad hoc requests for market reviews, etc.
Relevant Information
What Does A Commercial Lawyer Do?
What Does A Commercial Accountant Do?