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Administrator, Commercial Support Team

Business Unit:  International Security Services
Career Area:  Operations and Administration

Dubai, UAE, AE

Position/Employment type:

Commercial Administrator / Full-time, Permanent

Organization/Reporting line:

Reporting to: Senior Manager, CST

Place of work/Travel:

Dubai, UAE (DIFC)

Contact and Cooperation:

Internally: Company-wide with a focus on CST and Regional Directors within the relevant regions.

Externally: Limited interaction with service providers.

Job Outline:

The role of the Commercial Administrator will be to facilitate the efficient administration of bid production and documentation. In addition, the incumbent will be required to provide administrative support to the Commercial Support Team in all commercial-related matters.


•             Collating information for proposals into GardaWorld templates using Microsoft Word and Visio (formatting, pagination, headers & footers, tables, charts, etc.).

•             Working closely with Commercial Managers to facilitate all administrative aspects of bid production.

•             Arranging for the CST Manager to review all documents prior to submission.

•             Preparing and binding final copies of proposals (hard or soft copies as required)

•             Internal research and preparation for proposals using GardaWorld available resources and databases.

•             Assist with managing the Bid documents and ensuring that documents are complete and filed in GardaWorld’s internal filing systems and databases, including Salesforce

•             Supporting the production of PowerPoint presentations using information given from the Commercial Team.

•             Producing graphics using data generated from subject matter experts within the business. 

•             Creating reports and Minutes of Meetings based on information provided.

•             Follow up on calls received for CST/Sales and update the team.

•             Assisting with the administration of the internal and external due diligence process for third parties, including subcontractors/suppliers, agents and partners


•             Very high level of accuracy and attention to detail.

•             Fluency in English, oral and written

•             Highly motivated and self-driven

•             Ability to work effectively in a team.

•             Ability to cope with several jobs simultaneously.

•             Candidate must be able to work within tight deadlines.


•             The Commercial Administrator is accountable to the Commercial Support Team Senior Manager for the responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance reviews and supported through the monitoring of their Key Performance Indicators.


Required Experience

•             Basic project management experience

•             0-5 years’ administrative experience

•             Excellent knowledge of Microsoft Office (Word, Excel, Visio, PowerPoint), Outlook

•             basic knowledge of third party compliance due diligence

Desired Experience

•             Graphic Design Skills

•             SalesForce knowledge/experience

•             Knowledge of the private security industry

•             Additional languages such as Arabic or French

•             Previous proposal experience

GardaWorld: Business solutions and security services for a complex world

GardaWorld is a global leader in the security industry, offering a wealth of opportunity to individuals looking to gain experience and develop professionally in a growing industry. We offer flexible schedules, diverse work assignments spanning multiple industries, and training and career advancement opportunities. We embrace diversity and welcome newcomers, women, students, retirees, reservists, veterans, and more to join our team, as we are proud to be an equal opportunity employer.

We thank all candidates for their interest; however, we will communicate only with the selected candidates.

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