Job Details

Description The Commercial Clerk will assist in supporting the daily operations of the commercial department, assisting with administrative tasks, and ensuring smooth communication and coordination between different departments. The role is responsible for maintaining records, processing invoices, and ensuring compliance with company procedures and policies.

Knowledge And Skills

• A highly self-motivated and proactive individual, able to work autonomously and within a team.
• Strong organizational skills, demonstrating a high level of attention to detail.
• Possess the ability to solve problem quickly and in uncertain circumstances.
• Effectively communicate and build rapport with stakeholders and employees.
• Adaptable to changing priorities in a fast-paced environment.
• Will be fluent in English with good written and verbal communication skills
• Willingness to learn and take on a variety of tasks.

Experience

• 1-3 years’ experience in a commercial or business administration role.
• Experience with an asset management and document control (ie. Aconex).
• Knowledge of insurance principles an asset.
• Transportation experiences an asset.
• Intermediate proficiency in Mircrosoft Office, including Outlook, Word,Excel and Powerpoint.

Key Accountabilities Invoicing

• Establish terms with new suppliers, working with the Accounts Payable team to generate vendor records in AX.
• Manage all invoices, ensuring requirements for approval and financial controls have been satisfied in accordance with Keolis procedures.
• Follow up on payment inquiries.
• Code invoices in accordance with Keolis’ general ledger structure, assigning costs to the correct budget lines.
• Maintain complete and accurate records.
• Other duties, as required.

Vendor Set Up

• Work closely with the Accounts Payable team to create and maintain vendor records in the company’s ERP system (e.g., AX), ensuring that all necessary financial and contact information is accurate.
• Ensure that new and existing suppliers meet the company’s compliance standards, including legal, financial, and quality controls. This may involve checking certifications or verifying financial stability.
• Maintain and update the approved supplier database, assessing and reviewing suppliers regularly according to the company’s purchasing practices and performance criteria.
• Work with relevant internal stakeholders to assess and approve new suppliers based on quality, pricing, and reliability, in line with KGR (Key Goods and Resources) practices.
• Ensure all vendor-related documentation is complete, including contracts, payment terms, delivery schedules, and contact details, and that they are stored properly in the company's systems for easy access.

Documentation And Reporting

• Review, update, and revise existing documentation and records to ensure accuracy and relevance.
• Ensure all materials reflect the most current information, including process changes, new technologies, and compliance requirements.
• Maintain a structured and organized system for managing documentation and records.
• Work closely with teams to gather necessary information and ensure consistency across all documentation.
• Ensure that all records are stored securely, in compliance with relevant policies and regulations.

Cross Coverage

• Support the Business Analyst role with internal stakeholders to complete monthly reports.
• Assist with recording and documenting meeting discussions, decisions, and action items, then distributing the minutes to key stakeholders.
• Other duties, as required.

Working Conditions

• Regular interaction with vendors, external stakeholders, directors and managers.
• Manual dexterityrequired to use computer , phone and peripherals.

Working Hours

• Based-upon an everage of 40 hours per week normally day shift, Monday to Friday 8am to 4:30pm.