Trade Operations & Accounts Assistant

Job Title

Trade Operations & AccountsAssistant

Role Summary

The Trade Operations & AccountsAssistant will provide administrative and operational support for export-importtrading companies. The role will assist with re-invoicing, cashflow tracking,account transaction reconciliation, document filing, and coordination withcustomers, suppliers, and business partners.

This is an assistant-level rolesuitable for a candidate who is organized, careful with details, and willing tolearn trade operations and basic finance administration. The candidate will beexpected to support the team in daily operational matters and perform otherduties assigned from time to time.

Key Responsibilities

1. Re-Invoicing and Documentation Support

• Assist in preparing invoices, debit notes, credit notes, and other transaction documents.
• Support re-invoicing arrangements between companies, customers, suppliers, and business partners.
• Check invoices and supporting documents for accuracy and completeness before submission.
• Maintain proper filing of invoices, payment records, contracts, and related documents.
• Update transaction records and document status as required.

2. Cashflow and Payment Tracking

• Assist in tracking incoming and outgoing payments.
• Update cashflow schedules and payment status records.
• Monitor customer receipts, supplier payments, and intercompany payments.
• Assist in following up on outstanding payments or missing payment details.
• Prepare simple payment summaries for management review.

3. Account Reconciliation Support

• Assist in reconciling bank transactions, invoices, payment records, and account statements.
• Match invoices against payments and supporting documents.
• Highlight discrepancies or missing information to the supervisor.
• Maintain reconciliation schedules and supporting files.
• Support month-end account checking and reporting when required.

4. Coordination with Customers and Business Partners

• Communicate with customers, suppliers, agents, and business partners on documentation and payment matters.
• Assist in collecting required documents and transaction confirmations.
• Respond to basic enquiries and escalate complex matters to the supervisor.
• Help ensure timely follow-up and proper communication records.

5. General Administrative Support

• Maintain organized records of trading transactions, invoices, payment documents, and correspondence.
• Assist with data entry, filing, scanning, and preparation of reports.
• Support audit, compliance, or internal documentation requests when required.
• Perform other administrative, operational, or finance support duties assigned by management.

Requirements

• Diploma or higher qualification in Accounting, Finance, Business Administration, International Trade, or a related field.
• Prior experience in administration, accounts, finance support, trading, or import/export operations will be an advantage.
• Basic knowledge of invoicing, payment tracking, and account reconciliation is preferred.
• Proficient in Microsoft Excel, Word, and email communication.
• Careful, organized, and able to maintain accurate records.
• Good communication skills and willingness to coordinate with internal and external parties.
• Able to follow instructions and complete assigned tasks on time.
• Responsible, reliable, and willing to learn.