The posting
Roles & Responsibilities
1. Job Summary
The Marine Commercial Executive is responsible for managing and coordinating commercial activities related to marine projects, including reviewing client
enquiries, preparing cost estimates and quotations, submitting commercial proposals, monitoring project costs and budgets, managing vendor and subcontractor costs,
coordinating and following up on client and Classification Society (Class) surveyor requirements, preparing draft invoices, and maintaining accurate commercial documentation.
The role works closely with the Technical and Operations Teams, clients, project stakeholders, vendors, subcontractors, and relevant Class surveyors to ensure commercial and project requirements are properly coordinated and fulfilled.
The Marine Commercial Executive is also responsible for monitoring project profitability, tracking actual costs against approved budgets, identifying
cost variations, following up on outstanding commercial matters, and reporting project commercial progress and financial performance to management.
The primary objective is to ensure accurate project costing, effective cost control, timely commercial submissions, proper documentation, and the protection of the company's revenue and profit margins throughout the project lifecycle.
2. Key Roles and Responsibilities
A. Client Enquiry and Project Review
Receive, review, and assess client enquiries, RFQs, technical specifications, and project requirements.
Clarify the scope of work, project deliverables, required manpower, materials, equipment, and services with the Technical and Operations Teams.
Identify commercial requirements, project constraints, and potential cost implications before quotation preparation.
Coordinate with relevant departments to ensure all client requirements are understood and addressed.
Maintain proper records of client enquiries, clarifications, and commercial correspondence.
B. Cost Estimation and Quotation Preparation
Prepare project cost estimates and quotations based on the confirmed scope of work and technical requirements.
Obtain and evaluate quotations from vendors, suppliers, and subcontractors.
Calculate manpower, materials, equipment, transportation, survey, inspection, and other project-related costs, where applicable.
Incorporate appropriate overheads, contingency allowances, and profit margins in accordance with company guidelines.
Prepare and submit quotations and commercial proposals within the required deadlines.
Follow up with clients on submitted quotations, commercial clarifications, revisions, and award status.
Maintain an organised quotation register and records of quotation revisions.
C. Project Cost and Budget Monitoring
Establish and maintain project costing files and budget records for ongoing and confirmed projects.
Monitor actual project expenditure against approved quotations, budgets, and cost estimates.
Coordinate with the Operations Team to obtain updated manpower timesheets, material costs, transportation expenses, vendor invoices, and other
supporting records.Identify cost variations, additional expenses, and potential budget overruns.
Highlight significant cost deviations and commercial risks to management.
Update project cost reports and forecasts to support effective cost control and decision-making.
D. Vendor and Subcontractor Cost Management
Liaise with vendors, suppliers, and subcontractors to obtain quotations and confirm pricing, availability, and delivery schedules.
Review vendor and subcontractor costs against approved budgets and project requirements.
Coordinate with the Operations and Procurement Teams on purchase orders, service orders, and procurement requirements.
Follow up on vendor quotations, purchase orders, invoices, and outstanding supporting documents.
Verify vendor and subcontractor charges against approved quotations, POs, timesheets, delivery records, or completed services, as applicable.
Maintain accurate records of vendor commitments and actual project expenses.
E. Client and Class Surveyor Coordination
Coordinate and follow up with clients and relevant Classification Society (Class) surveyors regarding project requirements, survey arrangements,
inspections, and related documentation.
Liaise with the Technical and Operations Teams to obtain the necessary technical information, drawings, reports, certificates, and supporting documents.
Monitor survey and inspection schedules and follow up on outstanding requirements or approvals.
Coordinate the submission of quotations for surveys, inspections, repairs, testing, and other additional work, where applicable.
Ensure that commercial requirements, survey-related costs, and agreed scope changes are properly documented.
Escalate delays, additional requirements, or cost implications to the relevant PIC or management.
F. Project Revenue and Profitability Monitoring
Monitor project revenue, estimated costs, actual expenditure, and gross profit margins.
Compare quoted costs against actual project costs to assess project financial performance.
Identify unplanned expenses, underquoted items, and potential margin erosion.
Track additional work, extended manpower deployment, overtime, standby time, and other chargeable activities.
Coordinate with the Operations Team to obtain supporting records for additional-work quotations and commercial claims.
Recommend appropriate cost-control measures and report profitability concerns to management.
G. Draft Invoicing and Commercial Claims
Prepare draft client invoices based on approved quotations, purchase orders, agreed billing terms, completed work, milestones, or verified
timesheets, as applicable.
Coordinate with the Operations Team to obtain service reports, timesheets, delivery orders, work completion records, and other supporting documents.
Verify billing quantities, agreed rates, additional charges, and supporting documentation before submitting draft invoices for review and approval.
Follow up on outstanding client approvals, billing clarifications, and invoice discrepancies.
Prepare draft variation orders and additional-work claims for review and approval.
Coordinate with the Finance Team to ensure approved invoices and commercial claims are processed and submitted in accordance with company procedures.
H. Commercial Documentation and Record Management
Maintain accurate and up-to-date commercial files for each project.
Organise quotations, client POs, vendor POs, cost breakdowns, invoices, survey documents, and commercial correspondence.
Maintain quotation trackers, project cost sheets, budget records, and commercial reporting files.
Ensure all relevant commercial documents are properly filed and readily available for management review, audit, and project close-out.
Follow up on outstanding documentation and ensure records are complete and traceable.
I. Coordination with Technical and Operations Teams
Work closely with the Technical and Operations Teams to confirm project scope, resource requirements, work schedules, and operational costs.
Obtain timely updates on project progress, manpower deployment, procurement, survey activities, and additional work.
Communicate approved quotation details, budget limits, and commercial requirements to the relevant project personnel.
Ensure actual project activities and expenses are properly recorded for costing and billing purposes.
Coordinate the resolution of commercial and operational issues that may affect project delivery, costs, or profitability.
J. Commercial Reporting and Management Updates
Prepare regular commercial reports covering client enquiries, quotations submitted, project awards, revenue, costs, and profitability.
Provide updates on project budget utilisation, cost variations, outstanding quotations, and commercial claims.
Highlight potential losses, cost overruns, contractual concerns, and other commercial risks to management.
Report outstanding client requirements, Class surveyor matters, vendor costs, and billing documentation.
Support management in commercial reviews, budget planning, project evaluation, and financial decision-making.
3. Key Performance Indicators (KPIs)
Performance may be measured based on:
1. Accuracy and timeliness of cost estimates and quotations.
2. Effectiveness of project budget and cost monitoring.
3. Accuracy and completeness of project costing records.
4. Timeliness of draft invoice preparation and supporting documentation.
5. Effectiveness in identifying and documenting additional chargeable work.
6. Project profitability and gross margin monitoring.
7. Timely follow-up on client, vendor, and Class surveyor requirements.
8. Accuracy and completeness of commercial documentation.
9. Timely identification and escalation of cost variations and commercial risks.
10. Quality and timeliness of commercial reports submitted to management.
4. Reporting and Working Relationships
Reports to: Commercial Manager / Commercial PIC / Management, as designated by the company.
Works closely with: Technical Team / Marine Operations Team / Project Manager / Project PIC / Clients and Client / Representatives / Classification Society (Class) Surveyors / Vendors, Suppliers, and Subcontractors / Procurement Team / Finance and Accounts Team
5. Key Objective
To provide effective commercial support and control throughout the marine project lifecycle, from initial client enquiry and quotation preparation through project execution, cost monitoring, survey coordination, draft invoicing, and project close-out.
The Marine Commercial Executive must ensure that project costs are accurately tracked, commercial requirements are fulfilled, additional work is
properly documented, billing records are complete, and potential financial risks are identified promptly to protect the company's revenue and profitability.
Requirements
- Team player with excellent communicate skills
- Proficient in Microsoft Office (Words /Excel /Powerpoint)
- 5.5 days per week
- Tuas Area
