Position Title: Specialist – Corporate Mobility Services

Reports To: Manager – Corporate Mobility Services

The Specialist supports the commercial, administrative, and coordination activities required for the effective delivery of Corporate Mobility Services across all properties. The role ensures accurate commercial documentation, structured communication, timely issuance of quotations and invoices, contract and T&C management, helpdesk coordination, and smooth communication with internal and external stakeholders. This position forms the administrative backbone of the department, ensuring high-quality documentation, governance consistency, and strong alignment with Finance, Procurement, Operations, and internal clients.

KEY RESPONSIBILITIES

1. Commercial Support & Quotation Management

1. Prepare, issue, and track all commercial quotations submitted to internal and external clients.

2. Ensure quotations reflect accurate pricing, assumptions, scope, and service descriptions.

3. Maintain an up-to-date quotation log, monitoring follow-ups, approvals, and closures.

4. Support commercial clarifications and provide required documentation to stakeholders.

2. Invoicing Coordination & Financial Administration

1. Coordinate with Finance to ensure timely issuance of all invoices related to Corporate Mobility Services.

2. Validate service records, supporting documents, and logs prior to invoicing.

3. Track invoice status and escalate delays or discrepancies when needed.

4. Ensure financial documentation aligns with commercial terms and delivery records.

3. Contract Management & Governance Support

1. Support the coordination and administration of all contracts related to mobility services.

2. Assist in drafting, updating, and issuing Terms & Conditions (T&Cs) for Corporate Mobility Services.

3. Support the creation, maintenance, and distribution of Standard Operating Procedures (SOPs) and Management Plans.

4. Ensure all commercial governance documents are properly version-controlled and filed.

4. Help Desk & Service Coordination (Admin-Focused)

1. Coordinate the Corporate Mobility Services helpdesk, ensuring requests are logged, assigned, and followed up.

2. Track progress and ensure timely closure of service requests.

3. Maintain dashboards and status reports for management.

4. Escalate recurring issues or delays for corrective action.

5. Reporting, Data Management & Documentation

1. Compile, format, & maintain reports related to quotations, contracts, invoicing, helpdesk activity and service delivery.

2. Maintain accurate databases and logs supporting commercial and administrative processes.

3. Support the development of presentations, briefings, and internal communications for mobility services.

4. Ensure documentation is consistently organized and aligned with corporate standards.

6. Templates & Stakeholder Communication Tools

1. Create, update, and issue communication templates required for mobility services stakeholders.

2. Maintain and enhance templates for: Commercial quotations • Terms & Conditions (T&Cs) • Invoices and invoice covers • Catalogs of services  • Service request forms • Standard letters, notices, and client comms

3. Coordinate with the ServiceNow team to develop, update, and quality-check: Service descriptions • Workflows • User guidance texts • Portal notifications and messaging

4. Ensure all templates remain up-to-date, clear, consistent, and aligned with brand and corporate standards.

7. Internal Communications & Stakeholder Coordination

1. Draft and coordinate internal announcements, memos, and updates related to Corporate Mobility Services.

2. Ensure structured communication flow between Corporate Mobility Services and internal departments (Finance, Procurement, Operations, etc.).

3. Participate in internal meetings, preparing minutes, follow-ups, and documentation.

4. Work closely and consistently with Managers and Heads of Sections to ensure alignment on priorities, processes, commercial decisions, documentation needs, and service requirements.

5. Foster strong and collaborative working relationships across all departments and levels.

PROFILE REQUIREMENTS

• Experience in administration, commercial coordination, contract management, or mobility-related services.

• Strong organizational and documentation skills with high attention to detail.

• Ability to handle multiple priorities with accuracy and timeliness.

• Strong written and verbal communication skills.

• Comfortable working in a structured, process-driven environment.

• Proficiency in MS Office (Excel, PowerPoint, Outlook); familiarity with ServiceNow is a plus.