Contracts / Shipping Administrator

  • Competitive
  • London, England, United Kingdom
  • Permanent, Full time
  • Matchpoint Recruitment (UK) Ltd
  • 20 May 19

We currently seeking a Shipping / Operations Assistant whom has gained 2-3 years’ work experience in a similar environment, to work as part of a team in an efficient and accurate manner. The primary function this role is providing daily operational and Administrative support to the physical trading business.

Principal Responsibilities

• Facilitate logistical aspects of commodity contract administration and execution by coordination with respective trading desk, producers/manufacturers and 3rd party logistics providers.

• Arrange and track daily shipments between producers, storage facilities including warehouses, ports and consumers.

• Plan and execute logistics solutions which meet the highest level of efficiency, cost effectiveness and optimal customer service including storage and freight rate negotiations.

• Produce contracts, pricing letters, packing lists and invoices associated with the trade, and forward to the relevant counterparty.

• Develop and maintain relationships with customers, service suppliers, warehouses and freight forwarders, in a manner which creates operational synergies across the supply chain. 

• Maintain internal records including inventory and in transit reporting along with title transfer

documents. Periodic reconciliation of inventory records.

• Manage accounts payable to suppliers, warehouses and freight forwarders in a timely manner.

• Responsible for timely releases, invoicing and other document execution to counterparties

as well as subsequent coordination of payments.

• Answer incoming telephone calls and deal efficiently with enquiries

• Additional ad hoc responsibilities/administrative functions when required.


Knowledge and Experience

• 2 years administrative experience, within any Financial Services, Commodities, Shipping Operations or Freight Forwarding environment.

• GCSE English and Mathematics

• Ability to work in a team, sharing work duties, files, and working cooperatively with others

• Demonstrated proficiency with details, numbers and tracking


  • Ability to multitask with a sense of urgency while maintaining a positive attitude.

·         Ability to manage and prioritise workload, and multi task.

·         Excellent organization, interpersonal and communication skills

  • Ability to be proactive and able to take direction and establish ownership of projects.
  • IT Skills-

Experience with Microsoft Office Suite - Excel, Word and Outlook

  • Excellent communication and interpersonal skills.
  • May be occasional requirement to provide support outside normal working hours.