Administration Coordinator (Commodities)

SUMMARY:
Our client is the South African office of a well-established international trading group, specialising in the export of commodities to customers around the world. They are looking for an Administration Coordinator to keep their invoicing, order data, stock records and payment tracking accurate and under control. You'll work closely with the Operations Manager, Finance and the trading team, and your work will be the foundation for reliable management reporting. This is a detail-driven role for someone who enjoys process, spots discrepancies quickly and follows up until things are resolved.

POSITION INFO:
Key responsibilities

• Capture and update order, shipment and stock data accurately and on time, including uploading container and shipment information to the company's trade management system
• Check records for missing, duplicated or inconsistent information, and escalate exceptions with supporting documentation
• Receive, check and process supplier, vendor and shipping line invoices, managed on a register
• Match invoices against shipments, orders, stock records and supporting documents, and follow up on missing invoices, credit notes and approvals
• Administer pre-payment documentation and track vendor and supplier payment status against agreed terms
• Ensure all South African shipments are billed out within agreed timelines
• Prepare supporting documents for Finance and management, and support ledger and reconciliation preparation
• Handle routine accounts queries and maintain a clear resolution trail
• Prepare a weekly admin status report and maintain an open issues log, highlighting recurring errors and overdue or high-value items

• 3 to 5 years' experience in accounts, logistics, stock or order administration, or import/export support in a high-volume environment
• Strong Excel skills and confidence working in order management or ERP systems
• Disciplined electronic filing and record keeping
• Highly detail-oriented, consistent and calm under pressure
• Proactive with follow-ups, and comfortable escalating exceptions
• Clear, factual and concise communication

• Shipping, import/export, commodities, timber or manufacturing experience
• Experience in stock-heavy or international trade environments
• Exposure to trade or commodity management systems