Administration & Trade Assistant

Our client is a supplier & distributor of consumables and is looking for a Administration & Trade Assistant to join their growing team. Reporting to the manager you will be responsible for:

Responsibilities

1. SAP Management

• Create and manage Purchase Orders (POs) and Sales Orders (SOs) in SAP in line with company procedures.
• Process Goods Receipts, invoices, and payment allocations accurately.
• Liaise with procurement, finance, suppliers, and distributors to resolve discrepancies and ensure smooth daily operations.
• Maintain and update vendor records, marketing contracts, and self-billing POs/invoices.

2. Customs & Excise Documentation

• Prepare Customs declarations and shipping documents for incoming and outgoing finished goods.
• Maintain updated records of containers, stock sheets, and bonded goods documentation.

3. Office Administration

• Manage filing, data entry, and document control in line with company records policies.
• Support report preparation, correspondence, and meeting organization.

4. Travel & Logistics

• Coordinate domestic and international travel, including bookings, visas, and itineraries, in compliance with travel policies.
• Provide assistance with travel changes and related issues.

5. Financial & Records Support

• Track departmental expenses, process payments, and support expense claim reconciliations.
• Maintain accurate financial and compliance records for audits.

6. Team & Stakeholder Support

• Serve as a key contact for administrative matters, ensuring effective communication with internal teams, suppliers, and service providers.
• Provide backup support to other administrative staff when required.

Requirements

• Strong organizational and time management skills with attention to detail.
• Ability to handle multiple tasks, prioritise effectively and problem-solving.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Understanding of procurement, sales and finance processes would be a plus

Education and Experience

• Previous experience in an administrative role.
• Experience using SAP
• Experience coordinating travel arrangements.

Benefits

• Health Insurance
• Company Phone
• Yearly retail voucher
• Yearly increment based on performance and agreement