Commercial Admin

Job Purpose:

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:

        ·           Supplier & Shipment Coordination

Act as the primary point of contact for all supplier communications on behalf of the General Manager.

Share purchase orders with suppliers as directed by the replenishment team before the monthly deadline.

Maintain a shipment tracker with accurate shipment details based on the Proforma Invoice, Commercial Invoice, and Bill of Lading.

Follow up with freight forwarders to coordinate shipping documents and confirm shipment arrival schedules.

Notify the warehouse of incoming shipments and provide corresponding packing lists.

Confirm goods received against packing lists and highlight any discrepancies to management.

Obtain damage proofs from the warehouse to initiate supplier claims, when applicable.

Maintain a claim tracker to monitor claim status and ensure appropriate deductions from supplier Statements of Account.

Follow up with the Finance team to obtain landed costs for all shipments.

                                ·           Inventory & Stock Control:

Track "Close to Expiry" (CTE) stock in the warehouse on a weekly basis.

Monitor warehouse stock levels and expiry dates, and identify/report discrepancies.

Verify stock received in the warehouse against purchase orders and packing lists.

        ·           Customer & Sales Support:

Act as the point of contact for all customer communications on behalf of the Sales Manager.

Follow up with HORECA customers for forecasts and ensure timely order placements.

Maintain product listings and information on the B2C e-commerce platform.

Regularly audit e-commerce platforms and apps for product availability and pricing accuracy.

Track store stock-on-hand (SOH) and expiries as reported by merchandisers.

        ·           Reporting & Analysis:

Prepare and share monthly closing reports, including Sales by Channel and Customer.

Assist in data analysis and reporting tasks as requested by management.

• General Administration:

Complete any additional tasks assigned by the General Manager or Commercial Manager in support of the department’s operations.

        ·           Key Qualities & Competencies:

Strong Communication Skills – Ability to effectively coordinate with suppliers, warehouse teams, finance, and customers.

Attention to Detail – High accuracy required for order verification, stock tracking, and reporting.

Organizational Skills – Capable of managing multiple priorities and coordinating across various departments.

Problem Solving & Proactiveness – Quick to identify and resolve issues independently or escalate as needed.

Technical & Analytical Skills – Intermediate to advanced proficiency in Microsoft Excel:

Use of complex formulas (e.g., VLOOKUP, INDEX-MATCH, nested IFs)

Creation of pivot tables, dashboards, and visual data reports

Ability to clean, sort, and manipulate large datasets

Time Management – Efficiently handle tasks with regular deadlines, such as monthly reports, PO submissions, and stock audits.