Administrative Coordinator, Commercial

The Administrative Coordinator, Commercial provides departmental coordination, routine administrative operations, information management support, event planning and executive support for the Commercial organization. The role serves as a central coordination point for business continuity planning activities, records administration, routine documentation controls, customer and department events, leadership logistics, and recurring departmental communications.

The position is designed to support the efficient operation of the Commercial function without assuming commercial decision-making, contract interpretation, trading authority, or analyst-level responsibilities. The role requires strong judgment, confidentiality, organizational discipline, professional communication, and the ability to independently coordinate multiple tasks and priorities in a fast-paced business environment.

• 1. Manage and coordinate calendars, meetings, appointments, and recurring leadership routines for Commercial leaders.
• 2. Coordinate meeting logistics, including room setup, conferencing tools, agendas, materials, visitor coordination, and follow-up items.
• 3. Arrange domestic and international travel and lodging.
• 4. Prepare and submit expense reports, reconcile receipts, and coordinate follow-up on travel and expense items.
• 5. Support departmental budget administration by maintaining budget trackers, coordinating invoices or purchase documentation, routing approvals, and helping leadership monitor administrative budget items.
• 6. Prepare, proofread, and format routine correspondence, presentations, meeting packets, and leadership materials, including confidential information when required.

• 1. Plan, coordinate, and execute logistics for customer meetings, customer events, department meetings, offsites, employee engagement events, and other business gatherings.
• 2. Coordinate event budgets, attendee lists, venue logistics, catering, materials, transportation, security/visitor requirements, vendor coordination, and post-event administrative closeout.
• 3. Support department-level business continuity planning by initiating planning cycles, maintaining administrative templates, coordinating contact lists, collecting updates, scheduling reviews, and tracking completion of assigned BCP activities.
• 4. Coordinate with Commercial leaders and other departments to ensure event and continuity planning materials are organized and available in appropriate repositories.
• 5. Support department leadership in the development and implementation of a comprehensive department training program.

• 1. Perform routine clerical work, including filing, scanning, document naming, records retention support, file organization, and maintenance of repositories.
• 2. Process and route standard paperwork, forms, approvals, invoices, and internal administrative documentation in accordance with established department procedures.
• 3. Coordinate SAP activities.
• 4. Review documents for completeness, required attachments, formatting consistency, signature status, version control, and routing readiness.
• 5. Support transaction confirmation administration by checking for completeness, required signatures, template consistency, filing location, and discrepancies.
• 6. Coordinate annual subscription renewals with vendors and stakeholders, maintain renewal trackers, obtain required support, and route items for review and approval.
• 7. Flag exceptions, missing information, non-standard terms, or potential discrepancies to the appropriate Commercial, Legal, Accounting, or Risk personnel for review.

• 1. Maintain contact lists, distribution lists, organizational charts, meeting calendars, recurring agenda templates, and other administrative reference materials.
• 2. Support department communications by drafting, formatting, and distributing routine updates, meeting agendas, meeting notes, and administrative announcements.
• 3. Maintain SharePoint, Confluence, Teams, or other department repositories for administrative content, meeting materials, templates, and reference documents.
• 4. Track leadership action items, owners, due dates, and completion status; follow up and elevate overdue or blocked items as needed.
• 5. Organize administrative content so department information is current, easy to locate, controlled, and aligned with records retention requirements.

Minimum

Required:

Associate's degree in Business Administration, Office Administration, or related field; equivalent experience may be considered.

Preferred Level: Bachelor's degree in Business Administration, Communications, or related field.

Minimum required: 4-5 years in a high-level administrative, executive support, office coordination, or business coordination role.

Preferred Experience:

Experience supporting senior leadership in a commercial, energy, trading, operations, legal, finance, or project-focused…