Administrative Assistant - Commercial

Description

Job Summary: The Commercial Administrative Assistant supports administrative and operational activities within the commercial department, ensuring organization, information flow, and support for the sales team, thereby contributing to the achievement of business objectives. Key Highlights: 1. Supports administrative and operational activities of the commercial department 2. Ensures organization and information flow for the sales team 3. Directly contributes to smooth operations and achievement of commercial objectives The Commercial Administrative Assistant is responsible for supporting administrative and operational activities of the commercial department, ensuring organization, information flow, and necessary support for the sales team. This role operates both strategically and operationally, directly contributing to the smooth functioning of operations and the achievement of the company's commercial objectives. **Job Requirements** Education * Completed high school (mandatory). * Technical or undergraduate studies in Administration, Commercial Management, Marketing, or related fields are desirable. **Experience** * Prior experience in administrative routines or the commercial area is a plus. * Required Knowledge * Microsoft Office suite (especially Excel and Word). * Basic knowledge of CRM or ERP systems (a plus). * Strong verbal and written communication skills. * Basic knowledge of report and spreadsheet preparation **Behavioral Competencies** * Proactivity: taking initiative to prevent issues and support the team. * Effective communication: clarity and courtesy when interacting with internal and external customers. * Interpersonal skills: ability to collaborate effectively in teams and engage with diverse customer profiles. * Organization: capacity to maintain well-structured controls, documents, and routines. * Agility and focus: performing tasks efficiently without compromising quality. * Responsibility: commitment to deadlines, processes, and confidentiality of information. * Flexibility: adapting to changes and new demands from the commercial department. * Results orientation: focus on supporting the commercial team to achieve targets and objectives. **Performance Indicators*** **Customer Response Time** Average time to respond to requests (phone, e\-mail, WhatsApp). Suggested target: responses within X hours/day. * **Accuracy in Proposal and Document Preparation** Percentage of proposals and documents issued without requiring rework. Suggested target: minimum X% accuracy. * **Organization and Update of Records** Index of customer/supplier records correctly updated in CRM/ERP. Suggested target: X% of records reviewed/month. * **Internal Deadline Compliance** Delivery of administrative tasks within deadlines set by the commercial department. Suggested target: X% compliance rate. * **Quality of Internal and External Customer Service** Evaluation by the commercial team and/or customers (satisfaction level). Suggested target: minimum score of X/10\. * **Document Control and Organization** Maintenance of accurate and up-to-date physical and digital files. Suggested target: zero losses/outdated data. * **Efficiency in Report and Spreadsheet Generation** Timeliness and accuracy of commercial control reports. Suggested target: on-time delivery with X% accuracy. * **Support to the Commercial Team** Index of internal requests fulfilled within agreed timelines. Suggested target: X% of completed requests. * **Participation in Meetings and Training Sessions** Attendance and active participation in alignment meetings and training sessions. Suggested target: 100% attendance. * **Contribution to Prospecting and After\-Sales Support** Effective support in prospecting outreach and after\-sales follow-up. Suggested target: X support activities/month Activities Answer phone calls and provide in-person customer service, offering product and service information. Assist in preparing commercial proposals and sales contracts according to guidelines established by the commercial team. Organize, archive, and keep sales-related documents up to date. Support updating customer and supplier records in internal systems. Attend meetings and training sessions to align daily routines with commercial strategies. Monitor office supplies and commercial department inventory levels. Assist in preparing reports, spreadsheets, and commercial control indicators. Collaborate with the commercial team in prospecting new customers and managing after\-sales activities to enhance customer retention. Perform other administrative tasks required to ensure internal process efficiency.