Commercial Coordinator in Ruislip

The Commercial Coordinator provides proactive coordination and analytical support to the Group Commercial Lead, helping convert commercial priorities into clear plans, accurate reporting and timely action. The role creates structure around the Group's commercial activity by maintaining visibility of opportunities, decisions, deadlines and dependencies across teams and business units.

This is a commercially focused coordination role rather than a traditional personal assistant position. The postholder will work with data, customer and opportunity information, presentations, proposals, meeting outputs and cross-functional projects, ensuring the Group Commercial Lead has reliable information and that agreed actions are progressed to completion.

Key accountabilities

1. Commercial planning and coordination

• Maintain an effective commercial operating rhythm, including key meetings, review cycles, deadlines and decision points.
• Coordinate priority meetings, agendas, pre-reading and packs; capture decisions, owners and due dates; and arrange directly related diary or travel requirements where needed.
• Maintain a clear priority and action tracker for the Group Commercial Lead, highlighting overdue items, risks, dependencies and matters requiring escalation.
• Coordinate inputs from business units and functions so that commercial decisions are supported by complete, timely and consistent information.

2. Commercial reporting and insight

• Maintain controlled commercial trackers and dashboards covering agreed measures such as sales, margin, pricing, pipeline, forecast, customer and product performance.
• Gather, cleanse and reconcile information from relevant sources, working with Finance and data owners to resolve gaps or inconsistencies.
• Prepare accurate weekly and monthly commercial packs, summaries and presentations, including concise commentary on movements, exceptions, risks and required actions.
• Identify emerging trends and information gaps, and bring them to the Group Commercial Lead's attention with practical next steps.

3. Pipeline and opportunity support

• Keep pipeline, opportunity and customer records current, ensuring stages, values, owners, next actions and target dates are recorded and followed up.
• Coordinate the preparation of proposals, quotations, tender responses, customer presentations and due-diligence information, obtaining the required functional inputs and approvals.
• Track opportunities across internal hand-offs, helping Commercial, Operations, Finance, Quality, Regulatory, Supply Chain and other teams progress agreed deliverables.
• Support customer onboarding, product launches, pricing reviews, renewals and other commercial activity by maintaining plans and ensuring actions are completed on time.

4. Commercial projects and process improvement

• Coordinate defined commercial projects and priority workstreams, maintaining plans, milestones, risks, dependencies, decisions and status updates.
• Support the standardisation of commercial processes, templates and ways of working; identify avoidable delays or duplication and recommend practical improvements.
• Undertake focused market, competitor or customer research to support commercial discussions and business cases.

5. Stakeholder communication

• Act as a dependable coordination point between the Group Commercial Lead and key stakeholders across the Group.
• Build effective working relationships with colleagues at all levels, using professional judgement when handling confidential or commercially sensitive information.
• Prepare clear briefing notes, updates and presentations tailored to senior leadership and other audiences.
• Communicate actions and deadlines clearly, challenge missing or incomplete information appropriately, and support collaboration across locations and functions while escalating where progress is at risk.

6. Governance, compliance and record keeping

• Ensure commercial proposals, pricing decisions, quotations and contracts follow the appropriate review and approval routes before issue or commitment.
• Maintain complete, accurate and accessible records that provide a clear audit trail of decisions, approvals and actions, including those arising from reviews or audits.
• Handle personal, customer and commercially sensitive data in accordance with data-protection requirements and company policy.
• Work within applicable pharmaceutical, quality, GDP, anti-bribery and compliance requirements, seeking specialist advice and escalating concerns when needed.

Authority and role boundaries

The role is accountable for the accuracy, organisation and timely progression of the commercial information and actions it coordinates. The postholder may recommend priorities, improvements and escalation but does not approve pricing, margin exceptions, contractual terms or other commitments unless formal authority is separately delegated. Technical, financial, regulatory, quality and legal decisions remain with the relevant authorised function or decision-maker.

Key working relationships

Group Commercial Lead; business-unit commercial and sales teams; Finance; Operations; Supply Chain; Quality; Regulatory Affairs; Legal and Compliance; IT and data teams; senior leadership; and relevant external customers, partners or suppliers.

Person specification

Essential experience and skills

• Previous experience in a commercial coordination, sales operations, project coordination, PMO, business support or similar role.
• Strong organisational skills, with the ability to manage several priorities, owners and deadlines without losing attention to detail.
• Confidence working with numerical and commercial information, including the ability to spot gaps, inconsistencies and changes that require attention.
• Strong Microsoft Excel, PowerPoint, Word and Outlook skills, with the ability to produce accurate reports and professional presentation materials.
• Experience maintaining trackers, dashboards, action logs or CRM records and following activity through to completion.
• Clear written and verbal communication, including confidence engaging with senior stakeholders and constructively chasing actions.
• High standards of discretion, judgement and integrity when handling confidential or commercially sensitive information.
• A proactive, practical approach and the resilience to work effectively in a fast-paced, changing environment.
• Experience within pharmaceuticals, healthcare, distribution, manufacturing or another regulated environment.
• Experience supporting tenders, proposals, pricing activity, customer onboarding, contracts or product launches.
• Experience using CRM, ERP, business-intelligence or workflow systems.
• Experience coordinating activity across several business units, locations or countries.

Qualifications

• Good standard of education, including English and Mathematics or equivalent.
• A relevant degree or professional qualification in business, commercial management, project management, finance or a related area is advantageous but not essential where equivalent experience is demonstrated.

Values and behaviours

• Ownership: Takes responsibility for accurate information, clear actions and reliable follow-through.
• Excellence & Impact: Produces high-quality work and focuses effort on outcomes that improve commercial delivery.
• Efficiency & Value: Simplifies processes, reduces duplication and uses time and information well.
• On It: Acts with pace, stays ahead of deadlines and raises issues before they become blockers.
• Tenacity: Maintains momentum, follows through constructively and remains effective when priorities change.

Measures of success

• Commercial reports and meeting packs are accurate, concise and delivered to the agreed timetable.
• The Group Commercial Lead has a reliable, current view of priorities, pipeline, decisions, risks and overdue actions.
• Commercial opportunities, proposals and cross-functional actions progress with fewer avoidable delays or gaps.
• Trackers, CRM records and commercial documents are current, well controlled and easy for stakeholders to use.
• Stakeholders experience clear communication, constructive follow-up and dependable coordination.
• Practical process improvements are identified and implemented, generating measurable time, quality or visibility benefits.