Senior Commercial Coordinator

Role summary

The Senior Commercial Coordinator will provide senior-level administrative and operational assistance to the Chief Commercial Officer (CCO). The position includes preparing reports, handling information requests, managing calendars and appointments, drafting and polishing correspondence, welcoming visitors, coordinating calls, and setting up meetings.

The role also supports the Lead Commercial Governance & Support with continuous improvement work, including tracking value initiatives, key performance indicators, and compliance with Commercial Governance standards and processes. In addition, the coordinator acts as a central point of contact for the Commercial Team, responding to internal customers and handling requests promptly and professionally.

Operational support

• Keep CCO correspondence, records, forms, applications, and related files organized and up to date, while following up on pending items.
• Prepare documents, forms, and application materials based on requests from departments.
• Review incoming emails, faxes, memos, submissions, and reports, assess their importance, and decide how they should be distributed or acted upon.
• Create correspondence, reports, and presentations using suitable word processing, spreadsheet, and graphics tools.
• Answer routine phone calls, letters, and visits, and provide information where appropriate.
• Handle routine correspondence that does not need the CCO’s direct attention.
• Arrange travel and process expense claims for the CCO, Strategic Procurement Manager, and Procurement Operations Manager.
• Prepare and distribute Group messages on behalf of the CCO.
• Receive and manage incoming queries for the CCO and the Group when needed.
• Review and proofread incoming communications to judge urgency and importance.
• Support the Procurement Operations Manager and Strategic Procurement Manager with day-to-day needs.
• Assist employees across Strategic Department, Procurement Operations Department, Material Warehouse, and Business Services with gate passes, developee training, IT support, meeting coordination, document approvals, stationery, business card requests, training follow-up, camera permits, office reallocation, furniture requests, and name plates.
• Create SES and PRs, upload SOWs for Commercial, Strategic Procurement, and Procurement Operations Department PR allocations for the Procurement section.
• Respond to external questions inside and outside Qatar about Q-Chem products and share the relevant sales or purchasing contact details.
• Handle DHL AWBs and courier documents or materials from Amwal Tower.
• Support the mobilization of contractors for the Procurement Operations and Strategic Procurement departments.
• Coordinate monthly diesel and petrol prices with Woqod.

Commercial governance and support

• Work with value initiative owners to update progress for presentation to Commercial Leadership.
• Maintain the master record for value initiatives across all category teams.
• Keep a central record of End Use Certificates signed by Q-Chem Commercial.
• Support the Lead Commercial Governance & Support with supplier sanctions screening, ERM, CRM, ESG initiatives, digitalization efforts, and tracking of Commercial-related corporate objectives.
• Assist with category performance monitoring and reporting.
• Coordinate with the RIM Group on periodic reporting of Strategic Procurement and Procurement Operations KBDs.
• Support communication and coordination with shareholders, sister companies, and QatarEnergy Tawteen leadership as required.
• Coordinate with the L&D team on training programs needed for the Commercial Group.

Meetings and calendar management

• Arrange and manage meetings, appointments, and bookings.
• Send reminders to attendees and prepare meeting agendas in advance.
• Organize meeting rooms and facilities, take minutes, and ensure follow-through on action items.
• Prepare weekly management meetings, KPI scorecards, and other requested materials.

Record keeping

• Maintain office files and records in line with internal procedures.
• Keep highly confidential CCO files for executive reference.
• Maintain and update the record-keeping matrix to meet Group requirements.

Customer service

• Keep work moving efficiently through the CCO office and follow up on open actions.
• Receive and screen internal customers and their calls.
• Respond to employee queries in a timely, courteous, and professional manner.

Process, quality, and reporting

• Identify opportunities to improve systems, processes, and work practices to strengthen productivity and operational efficiency.
• Apply all relevant section policies, processes, procedures, and instructions to ensure controlled and consistent work execution.
• Follow regulatory, quality, health, safety, security, and environmental requirements to support employee safety and reliable service delivery.
• Help prepare accurate and timely reports that meet departmental standards and requirements.
• For expatriate employees only: support the development of Qatari employees under the Qatarization agenda.

Qualifications and experience

A bachelor’s degree in any discipline is required. The role calls for 3 to 5 years of experience in the oil and gas or petrochemical industry. A further advantage is 2 years of professional-level procurement experience.

Additional requirements

• Strong working knowledge of MS Office.
• Clear and effective communication skills.
• Familiarity with SAP, especially reporting and analytics.
• Ability to use internet-based applications such as online travel booking, air ticketing, and transportation services.
• Comfort working with fax machines, copiers, and similar office equipment.