Operations & Trade Documentation Assistant

Job Summary

We are a growing trading company seeking a meticulous and organized Operations & Trade Documentation Assistant to join our team on a full-time basis. In this role, you will be responsible for managing the essential administrative and documentation processes that support our trading operations. Your primary duties will include preparing trade contracts, issuing invoices, coordinating shipping documentation, and maintaining accurate records of all commercial transactions.

Key Responsibilities

• Prepare Sales and Purchase Contracts between suppliers and buyers.
• Generate and issue accurate Proforma Invoices and Commercial Invoices, ensuring correct trade terms, currencies, and pricing.
• Prepare and verify post-shipment documentation and ensure all required documents are complete and accurate.
• Maintain systematic, accurate, and up-to-date digital and physical records of trade transactions and correspondence.
• Liaise with suppliers, customers, freight forwarders, and logistics providers to verify shipment status and resolve documentation discrepancies.
• Support daily administrative and operational tasks related to import/export and trading activities.
• Ensure all documentation complies with company procedures and international trade requirements.

Requirements

• Education: GCE 'O' Level, NITEC, Diploma, or equivalent qualification.
• Previous experience in documentation within a trading company, import/export firm, freight forwarding company, or logistics agency is preferred.
• Good working knowledge of international trade terms (Incoterms), freight handling, and shipping documentation.
• Strong organizational and record-keeping skills with the ability to manage high volumes of documentation accurately.
• Excellent attention to detail to ensure accuracy in financial and legal trade documents.
• Proficient in Microsoft Excel, Microsoft Word, and standard invoicing/billing software.
• Good communication skills in English, both written and spoken.
• Able to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

Benefits

• Competitive salary based on experience.
• Performance bonus (where applicable).