Commercial Administrator

Job Summary:

The Commercial Administrator is responsible for supporting the commercial operations by coordinating supplier and customer communications, ensuring accurate inventory and shipment tracking, and maintaining relevant commercial documentation and systems. The role requires high attention to detail, strong coordination skills, and the ability to effectively liaise with internal and external stakeholders to ensure smooth operations.

Key Responsibilities:

1. Supplier & Shipment Coordination

·       Act as the primary liaison for all supplier communications on behalf of the General Manager.

·       Share purchase orders with suppliers before monthly deadlines as advised by the replenishment team.

·       Maintain and update a shipment tracker using data from Proforma Invoices, Commercial Invoices, and Bills of Lading.

·       Coordinate with freight forwarders for shipping documents and track shipment arrival schedules.

·       Notify the warehouse of inbound shipments and share packing lists.

·       Reconcile goods received against packing lists and report discrepancies to management.

·       Collect damage proofs from the warehouse for supplier claims and maintain a claim tracker for status updates and deductions.

·       Liaise with the Finance team to confirm landed costs for all shipments.

2. Inventory & Stock Control

·       Track “Close to Expiry” (CTE) items weekly and ensure timely reporting.

·       Monitor and verify warehouse stock levels and expiries; escalate anomalies.

·       Cross-check received stock with purchase orders and packing lists to ensure accuracy.

3. Customer & Sales Support

·       Serve as the communication focal point for HORECA customers and support order placement and forecasting.

·       Maintain updated product listings on the B2C e-commerce platform.

·       Audit online platforms regularly for stock availability, pricing accuracy, and product visibility.

·       Track store-level stock on hand (SOH) and expiry data provided by merchandisers.

4. Reporting & Analysis

·       Prepare and circulate monthly closing reports such as Sales by Channel and Customer.

·       Assist management in ad hoc data analysis and business reporting.

5. General Administration

·       Provide administrative support to the General Manager and Commercial Manager.

·       Complete additional assignments and duties as required to support department goals.

Key Competencies & Qualities:

·       Strong communication and coordination skills

·       Excellent attention to detail and high accuracy

·       Exceptional organizational and multitasking abilities

·       Proactive problem-solver with a hands-on approach

·       Analytical mindset with proficiency in Microsoft Excel, including:

o  Complex formulas (VLOOKUP, INDEX-MATCH, nested IFs)

o  Pivot tables and dashboards

o  Data cleaning and manipulation skills

·       Effective time management to meet recurring deadlines