Commercial Documentation Specialist

About the Role: We are seeking a highly organized and detail-oriented Commercial Documentation Specialist to join our team. In this role, you will be responsible for managing and overseeing all documentation related to commercial transactions, contracts, and agreements. You will work closely with sales, legal, and finance teams to ensure that all commercial documentation is accurate, compliant, and aligned with company standards and legal requirements.

Key Responsibilities:

1. Documentation Management:

   • Prepare, review, and manage commercial contracts, agreements, purchase orders, invoices, and other business-related documents.
   • Ensure all commercial documentation complies with internal policies, legal standards, and regulatory requirements.
   • Organize, maintain, and track all documentation, ensuring that it is easily accessible and securely stored for audit purposes.

2. Contract Administration:

   • Coordinate with internal stakeholders (sales, legal, finance) to prepare and finalize contracts and agreements.
   • Ensure that all contractual terms and conditions are clearly defined, aligned with company policies, and executed properly.
   • Monitor contract renewals, amendments, and terminations, ensuring timely and accurate processing.

3. Compliance and Risk Management:

   • Ensure that all commercial documents adhere to relevant laws, regulations, and industry standards.
   • Identify potential risks or discrepancies in documentation and take corrective actions as needed to mitigate risks.
   • Work with legal teams to review and approve terms and conditions to minimize legal and financial exposure.

4. Document Review and Quality Control:

   • Review contracts and other commercial documents for accuracy, consistency, and completeness.
   • Work closely with the legal department to ensure that terms and conditions comply with regulatory and business requirements.
   • Ensure that all documents are signed, filed, and processed within agreed timelines.

5. Customer and Vendor Relations:

   • Communicate with external parties (clients, vendors, partners) to resolve any issues related to contract terms or documentation discrepancies.
   • Provide support to customers or vendors by answering questions regarding the status or terms of commercial agreements.

6. Reporting and Record Keeping:

   • Maintain accurate records of all commercial contracts, agreements, and transactions for internal and external audit purposes.
   • Track and report on the status of contracts and documentation to ensure timely execution and compliance.
   • Prepare regular reports on the progress and status of key documentation processes for management.

7. Process Improvement:

   • Continuously evaluate and improve the processes related to commercial documentation management.
   • Recommend and implement best practices to streamline documentation workflows and reduce errors or delays.

Required Skills and Qualifications:

• Bachelor’s degree in Business Administration, Law, or a related field.
• 3+ years of experience in commercial documentation, contract management, or a similar role.
• Strong understanding of contract terms, legal frameworks, and business documentation requirements.
• Excellent organizational skills with high attention to detail and accuracy.
• Ability to work under pressure and manage multiple tasks and deadlines.
• Strong communication skills, both written and verbal, with the ability to interact with clients, vendors, and internal teams.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and document management software.
• Familiarity with contract management systems and tools.

Preferred Qualifications:

• Experience in a specific industry (e.g., manufacturing, IT, construction, or services) that involves complex commercial agreements.
• Knowledge of legal compliance, regulations, and industry standards.
• Certification in contract management (e.g., NCMA or similar) is a plus.