Purpose of Position

The Trade Operations Specialist is responsible for ensuring the efficient execution of shipments in accordance with contractual obligations and regulatory requirements. The role involves maintaining accurate and timely updates in internal systems and spreadsheets, coordinating with both internal and external stakeholders to facilitate smooth operations, and monitoring customer receivables while following up on outstanding payments. The incumbent will report to the Deputy General Manager, Trade Operations, or any designated supervisor, manager, or team lead.

Responsibilities

1. Order Fulfilment (70%)

• Review and understand contractual terms to ensure accurate execution of shipment requirements.
• Coordinate shipment-related activities, including port declarations, shipping instructions, insurance applications, and verification of shipping documentation.
• Prepare and ensure shipping documents meet customer specifications and requirements.
• Process and verify payments to suppliers, freight forwarders, and warehouse providers.
• Generate customer invoices and ensure timely billing.
• Prepare Letters of Credit (LC) drafts and coordinate with financial institutions for issuance.
• Ensure shipping documents comply with LC terms and liaise directly with banks for negotiation processes.
• Manage warehouse-related activities, including inventory receipts, cargo releases, stock reconciliations, and warehouse billing.
• Complete month-end transactions within established timelines.
• Track shipment progress and address operational issues when required.
• Maintain and update shipment records in internal systems and tracking tools.
• Monitor receivables and payables while ensuring accurate cash flow updates.
• Record and maintain information relating to quantities, pricing, quality specifications, shipments, and invoicing in accordance with contractual agreements.

2. Coordination and Relationship Management (25%)

• Collaborate with internal teams and external stakeholders to ensure operational efficiency.
• Monitor customer payments and follow up on overdue accounts promptly.
• Coordinate with overseas offices and warehouse service providers to ensure timely and accurate documentation for customs declarations.
• Obtain required warehouse documents in a timely manner to support month-end reconciliation activities.

3. Other Duties (5%)

• Perform additional tasks, projects, or assignments as assigned by management or supervisors.

Experience

• Preferably 3–5 years of experience in trade operations or a related field.
• Experience within non-ferrous commodities, including aluminium, copper cathodes/anodes, molybdenum, warehouse warrant operations, and containerized shipments will be advantageous.

Knowledge, Skills and Abilities

• Ability to manage a high volume of transactions in a fast-paced environment.
• Strong understanding of UCP600 and practical experience liaising directly with banks on LC negotiations.
• Knowledge of international trade terms, including CIF, CFR, and Ex Works.
• Experience handling container shipments is preferred.
• Proficiency in Microsoft Excel, including functions such as Pivot Tables and VLOOKUP.
• Strong attention to detail and accuracy.
• Familiarity with LME pricing mechanisms and warehousing regulations is advantageous.

Personal Attributes

• Strong team player with effective communication skills.
• Excellent interpersonal abilities and a positive attitude.
• Demonstrates cultural awareness, professionalism, and a high level of integrity, including maintaining confidentiality.
• Adaptable and flexible in responding to changing business needs.
• Effective time management and ability to perform under pressure.