Trade and Admin Clerk

The Trade & Admin Clerk supports smooth company operations by handling administrative tasks such as order processing, documentation, and record keeping. The role requires strong attention to detail, effective multitasking, and clear communication with suppliers and internal teams.

Position Summary

The Trade & Admin Clerk provides essential administrative and trade-support services to ensure smooth operational flow within the company. This role assists the administrative department with order processing, coordinating documentation and maintaining accurate records. The position requires strong attention to detail, efficient multitasking, and the ability to communicate clearly with suppliers and internal teams.

Key Responsibilities

1. Trade Support

• Prepare, process, and follow up on purchase orders, sales orders, and freight quotations.
• Liaise with suppliers to confirm item availability, pricing, lead times, and shipping details.
• Assist in tracking shipments, delivery timelines, and logistics updates.
• Coordinate with warehouse and dispatch teams to ensure accurate stock movement.

2. Administrative Duties

• Maintain and update internal databases, filing systems, and documentation logs.
• Ensure all invoices, delivery notes, and payment records are properly filed and accessible.

• Identify administrative issues to escalate to the relevant department.

• Ensure all trade documentation meets regulatory and company standards.
• Verify accuracy of pricing, product codes, and quantities across all documents.

• Provide administrative support during team meetings (minutes, scheduling, follow-ups).

Required Skills & Competencies

Technical / Job Skills

• Strong proficiency in MS Office (Word, Excel, Outlook).
• Familiarity with ERP or inventory management systems.
• Understanding of basic trade processes and documentation.
• Data entry accuracy and ability to maintain organized records.

Soft Skills

• Excellent communication skills (verbal & written).
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Problem-solving ability and a proactive approach.

Educational Requirements

• Minimum: Higher School Certificate (HSC) or equivalent.
• Additional certifications in administration, logistics, or supply chain are an advantage.

Experience

• 1–3 years of experience in administration, logistics support, trading operations, or similar roles.
• Experience in a trading, distribution and purchasing environment is a plus.