Admin and Trade support

Trade Support & Admin Executive – Steel Division

Position Overview
We are seeking a dedicated and detail-oriented Trade Support and Admin Executive to support the Business Unit Head of our Steel division. The role combines trade documentation/coordination support with administrative duties — travel, expense claims, and visa processing — to ensure smooth daily operations. This role requires exceptional organizational skills, discretion, and the ability to work independently in a fast-paced environment.

Key Responsibilities

1. Trade Support

• Prepare, verify, and track trade documents (contracts, invoices, packing lists, certificates of origin, LC documents).
• Coordinate with logistics, shipping lines, and freight forwarders on shipment schedules and documentation.
• Liaise with banks for LC opening, amendments, and document submission.
• Track order status, shipment timelines, and follow up on outstanding documentation with internal teams and overseas offices.
• Maintain organized records of trade files, contracts, and correspondence for audit and reference.

1. Travel Coordination

• Arrange domestic and international travel, including flights, accommodation, and ground transportation.
• Manage travel itineraries and ensure alignment with schedules.
• Handle travel-related issues or changes promptly.

1. Expense Management

• Process and verify expense claims for the Business Unit Head.
• Ensure compliance with company policies and maintain accurate expense records.

1. Visa and Documentation Support

• Coordinate and process visa applications for business travel.
• Manage and maintain valid travel documents, including passports and work permits.

1. Administrative Support

• Schedule and organize meetings, including preparing agendas and minutes.
• Maintain an organized filing system for documentation and correspondence.
• Assist with drafting and editing reports, presentations, and emails.

1. Office Management

• Liaise with internal teams and external vendors to ensure efficient workflow.
• Order office supplies and manage inventory as required.

1. Ad Hoc Tasks

• Support special projects or assignments as directed by the Business Unit Head.
• Handle confidential information with utmost discretion.

Requirements

• Diploma or degree in Business Administration, Trade/Logistics, Office Management, or related field.
• Proven experience in a trade support, admin, or secretarial role, preferably in a trading/commodities environment.
• Working knowledge of trade documentation (LC, COO, bills of lading) preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and manage time effectively.
• Familiarity with visa and travel processes is an advantage.