Admin Executive

Your Growth & Impact: - Build practical admin and bookkeeping experience by handling invoices, supplier communications and routine accounting tasks. - Expand your network with suppliers, freight agents and internal teams across the trading cycle. - Gain hands-on exposure to Excel and cloud invoicing tools commonly used in small to mid-size trading firms. - Strengthen organisational skills that prepare you for office management or operations roles. - Position yourself for visible ownership by improving small processes and supporting team priorities. Responsibilities: Office Operations - Manage daily front-desk tasks including incoming mail, phone queries and visitor reception to ensure a welcoming office environment. - Maintain office supplies and reorder stock on time to avoid disruptions. - Arrange meetings, travel logistics and room bookings so internal schedules run smoothly. Financial Admin & Invoicing - Prepare and process supplier invoices, match purchase orders and submit documents for payment approval. - Record payment runs and petty cash transactions, and support month-end reconciliations for accounting. - Follow up on outstanding invoices with suppliers and internal teams to keep ledgers accurate. - Use Excel or cloud invoicing tools to maintain clear, auditable records of transactions. Records & Communication - Keep both electronic and physical filing systems organised for contracts, invoices and shipping documents. - Update inventory and shipment spreadsheets so sales and operations have reliable status information. - Draft routine correspondence and reports for management and coordinate basic internal communications. Requirements: Qualifications & Experience - Minimum 2 years of office administration experience, preferably in trading, logistics or an SME environment. - Diploma or equivalent in Business, Administration or related field is preferred but not mandatory with relevant experience. - Proven exposure to invoicing cycles and basic bookkeeping tasks in a small accounts process. Hard Skills & Knowledge - Data Entry: accurate and fast entry of invoices, orders and inventory records. - Invoicing: prepare, verify and track supplier invoices and payment documentation. - Proficient in Microsoft Excel and comfortable with cloud invoicing or basic accounting software. - Familiarity with office productivity tools and electronic filing best practices. Soft Skills & Qualities - Strong attention to detail and a habit of double-checking figures and documents. - Good verbal and written communication to liaise with suppliers, carriers and colleagues. - Organised prioritisation skills and the ability to handle several routine tasks under mild pressure. - A cooperative attitude and willingness to support colleagues across sales, operations and accounting.