Commercial Services Administration Assistant

Not just a job, but a career

Yokogawa, award winner for ‘Best Asset Monitoring Technology’ and ‘Best Digital Twin Technology’ at the HP Awards, is a leading provider of industrial automation, test and measurement, information systems and industrial services in several industries. Our aim is to shape a better future for our planet through supporting the energy transition, (bio)technology, artificial intelligence, industrial cybersecurity, etc. We are committed to the United Nations sustainable development goals by utilizing our ability to measure and connect.

About the Team

Our 18,000 employees work in over 60 countries with one corporate mission, to "co-innovate tomorrow". We are looking for dynamic colleagues who share our passion for technology and care for our planet. In return, we offer you great career opportunities to grow yourself in a truly global culture where respect, value creation, collaboration, integrity, and gratitude are highly valued and exhibited in everything we do.

Job Purposes:

Provide comprehensive administrative and sales support to the Commercial Services function and regional sales teams, ensuring that proposals, tenders, contracts, customer records and associated business processes are managed accurately and efficiently. The role works under general supervision and requires a high degree of organisation, attention to detail, discretion and the ability to coordinate multiple priorities while supporting commercial and operational objectives.

Responsibilities:

• Administration: Provide day-to-day administrative support to Commercial Services and regional sales teams, including coordinating travel, preparing sales-related letters, supporting supplier registrations, pre-qualifications and expressions of interest, and providing wider team support as required.
• Document Management: Maintain proposal, contract, NDA and sales agent documentation in the appropriate workspaces, ensuring records are complete, current and easy to retrieve. Maintain standard Commercial Services documents used regularly for prequalification’s, proposals and reference lists.
• Document Preparation: Prepare tender response templates, proposal appendices, CVs, reference lists and tender forms. Compile, format, proofread and quality-check final proposals, quotations, contracts and client-facing documents, including hardcopy submissions where required.
• Work Scheduling and Allocation: Coordinate proposal and tender submission activities, monitor client bid portals, track required updates in Proposal Workspace, CRM and YQUOTE, and support weekly ASUW lists, monthly KPI preparation and other deadline-driven Commercial Services priorities.
• Operations Management: Support operational sales processes including CRM awarding, proposal workspace launches, CRM data updates and reporting, contract and NDA administration, new hire onboarding support, and liaison with Finance, HR, local partners and Yokogawa teams as needed.
• Internal Client Relationship Management: Build effective working relationships within the internal client organization and contribute to the management of the partnering relationship, delivering high-quality professional services within established routines or as part of an agreed project.
• Operational Compliance: Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
• Personal Capability Building: Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practice through ongoing education, attending conferences and reading specialist media.

Position Requirements

Behavioral Competencies:

• Manages Complexity: Make sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.
• Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.
• Drives Results: Consistently achieves results, even under tough circumstances.

Skills:

• Verbal Communication: Uses clear and effective verbal communications skills without supervision and provides technical guidance when required.
• Computer Skills: Supports business processes without supervision by understanding and effectively using standard office equipment and standard software packages.
• Planning and Organizing: Works with guidance to plan, organize, prioritize and oversee activities to efficiently meet business objectives.
• Action Planning: Works with guidance to develop appropriate plans or perform necessary actions based on recommendations and requirements.
• Policy and Procedures: Works with guidance to develop, monitor, interpret and understand policies and procedures.
• Office Systems: Works with guidance to select, deploy and get the best results from the most appropriate office system.

Education: Upper Secondary School

General Experience:

• Experience to be able to work unsupervised.
• Secretarial experience or office coordination experience essential.
• Experience in the use of Microsoft Office programs (inc. Word, Excel, Powerpoint, Access and Outlook) and able to use Adobe Acrobat.
• Fast and accurate typing. Typing speed - minimum 40 wpm.
• Familiarity with CRM and Sharepoint systems would be an advantage.
• Proven experience in carrying out a variety of administrative activities, ensuring efficient and effective support to business operations.
• Demonstrates the highest levels of confidentiality and discretion.
• Attention to detail and problem solving skills.
• Ability to work well in team environment under supervision and willingness to assist others.
• Display a high level of professionalism towards colleagues and as an ambassador of the company.
• Must be a self-starter that demonstrates a flexible approach.