Sales Administrator

Commercial Administrator
Type: Full-time, Mon-Fri | 9am - 6pm
Department: Administration/ Operations
Reports to: Executive Office Manager
Works closely with: Sales, Account Management & Finance
About The Role The Commercial Administrator is responsible for managing company-wide contracts, payment documentation and client database administration to ensure all commercial records and documents are accurate, complete and up to date.
The role oversees contract administration across the business, prepares client payment documentation and works closely with relevant teams to review contractual terms, coordinate amendments and support commercial negotiations with clients and other business partners.
This is a paperwork and contract-focused role, requiring strong attention to detail, excellent English writing skills and a good understanding of commercial and contractual terms.
Key Responsibilities
1. Contract & Commercial Administration
Prepare, review and manage company-wide contracts, including client agreements, vendor agreements, amendments and renewals.
Review contractual terms and proposed changes to identify inconsistencies and potential risks.
Communicate and coordinate with clients, vendors and internal stakeholders regarding contract terms and amendments.
Support negotiations on commercial terms, including fees, service scope, payment terms and contract duration.
Coordinate contract approvals, signing, renewals and amendments.
Maintain accurate and organised contract records, including key terms, expiry dates and renewal deadlines.
2. Legal Coordination
Identify contractual clauses and issues requiring further review or clarification.
Coordinate with external legal advisors on complex legal matters when required.
Track key contractual obligations and deadlines.
Maintain and update contract templates, standard clauses and related legal documentation.
3. Payment Documentation & Billing
Prepare complete client payment documentation packages, including invoices, payment requests, acceptance records, reports and supporting documents.
Check payment documents for accuracy, completeness and consistency with contract terms.
Coordinate with Finance and Account Management to resolve documentation issues.
Send payment documentation to clients and follow up on outstanding documents and payments.
Maintain accurate billing records and track upcoming and overdue payments.
4. Database, Reporting & Cross-functional Support
Maintain and update client databases, contract details, service fees and billing information.
Conduct monthly updates to ensure all relevant records are accurate and complete.
Prepare reports on contract status, renewals, payment documentation and outstanding items.
Flag discrepancies, missing information and potential contractual or payment issues.
Work with Sales, Account Management, Finance and other relevant teams to improve documentation processes and related SOPs.
Key Performance Indicators
Accuracy and completeness of contracts and commercial documentation.
Timely contract preparation, review and execution.
Accuracy and timely completion of client payment documentation.
100% monthly update of relevant client, contract and payment records.
Timely identification and follow-up of discrepancies and outstanding items.
Quality of English contractual writing and commercial communication.
Effective coordination of contract discussions and negotiations.
Requirements
2-4 years of experience in Contract Administration, Commercial Administration, Legal Administration or a similar role.
Good understanding of commercial contracts and contractual terms.
Experience preparing, reviewing and amending contracts.
Strong English communication and writing skills.
Ability to draft and edit professional English contracts and correspondence.
Good commercial judgment and ability to identify potential contractual risks.
Experience with payment documentation or billing administration is an advantage.
Strong attention to detail, organisation and follow-up skills.
Proficiency in Google Workspace and/or Microsoft Office.
A degree in Business Administration, Law, Commerce or a related field is preferred.
Personal Attributes
Highly organised and detail-oriented.
Careful and systematic when handling contracts and documentation.
Confident in communicating and discussing commercial terms.
Proactive in identifying issues and following up on outstanding items.
Responsible, reliable and able to manage multiple priorities.
Comfortable working with confidential information and cross-functional teams.