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Trade Administrator

2 weeks ago

Centurion, Gauteng, South Africa 6c2f8e18-1648-4a70-9dff-524fd00f3eef Full time R500 000 - R750 000 per year

Purpose of the Role

To support the trader by managing the operational and administrative tasks that underpin grain trades. The Trade Administrator serves as a liaison between trading, finance, operations, compliance teams, and customers, ensuring documentation accuracy, payment tracking and smooth logistics. By relieving the trader of administrative burdens, this role allows the trader to focus on market strategy and growth.

Key Responsibilities

Pro‑Forma Invoice Preparation & Dispatch

  1. Prepare PFIs for each order, calculating required deposits and summarising payment amounts.
  2. Amend PFIs and invoices promptly when load sizes, product types or customer requirements change.
  3. Send PFIs to customers with clear instructions on deposit and full payment requirements and confirm receipt and accuracy.

Trade Sheet Management

  1. Compile trade sheets for each load or shipment, ensuring quantities, prices and counterparties are correct; obtain sign‑off and liaise with finance, operations and legal teams.
  2. Maintain logs of trade sheets for audit and reporting purposes.

Payment Tracking & Customer Liaison

  1. Monitor deposit and balance payments; coordinate with finance to confirm when funds are received.
  2. Communicate deposit amounts to customers and remind them of due dates; address queries related to payment terms, outstanding balances or document revisions.

Customer On‑Boarding & Compliance

  1. Assist with KYC and credit processes for new customers, including distributing FICA/KYC forms and gathering documentation.
  2. Ensure trade documents and customer records comply with internal policies and external regulations.

Internal Coordination & Reporting

  1. Work closely with the trader to understand deal terms and required documentation.
  2. Liaise with finance to ensure invoicing and payment align with budget expectations and credit limits.
  3. Provide regular updates to trading management on the status of PFIs, invoices and payments.

Document Control & Records Management

  1. Maintain accurate electronic and physical filing systems for contracts, trade sheets and correspondence in line with company standards.
  2. Support audit and compliance reviews by ensuring all trade documents are retrievable and complete.

Optional Enhancements

Coordinate with silo managers and transporters to track deliveries, reconcile inventory movements and verify compliance with SAFEX and export requirements where relevant.

Qualifications & Experience

  • Diploma or degree in commerce, agriculture, logistics or a related field.
  • At least 3 years' experience in commodities trading administration, logistics support or finance administration.
  • Strong numeracy and attention to detail; ability to understand pricing structures and calculate deposits/pre‑payments.
  • Excellent verbal and written communication skills (English with Afrikaans advantageous) to liaise with clients and colleagues.
  • Familiarity with ERP or trading systems (e.g. Microsoft Dynamics, QuickBooks, or similar) and proficiency in Microsoft Office (Word, Excel, Outlook).
  • Knowledge of grain markets and SAFEX hedging processes is an advantage.

Working Conditions

  • Based at the company's head office in Centurion, South Africa, with occasional travel to satellite offices or customer sites if required.
  • Standard office hours (08:00–17:00, Monday to Friday) with flexibility during peak trading periods.
  • Reports directly to the senior trader and collaborates closely with the trading desk, finance and logistics teams.

What We Offer

  • Exposure to agricultural markets across Southern Africa, working at the intersection of trading, finance and operations.
  • Competitive remuneration package with potential performance‑based incentives.
  • A collaborative work environment that values initiative, accountability and continuous learning.