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Administrative Assistant

Recruiter
Hays Business Support
Location
London
Salary
£30,000 - £40,000 per year (£35,000 - £40,000)
Contract
Permanent
Work pattern
Full Time
First listed by Ontap
17 October 2026
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Job description

About the CompanyOur client is a well-established global trading business specialising in the supply of raw materials and machinery to manufacturing organisations worldwide. Operating across global markets, they provide comprehensive trading, logistics, finance and customer support services, ensuring efficient and seamless international transactions.

The OpportunityAn exciting opportunity has arisen for a Documentary Coordinator to join a busy operations team. This role is ideal for someone with experience in import/export documentation, shipping logistics or commodity trading support who enjoys working in a fast-paced international environment.You will play a key role in managing the end-to-end documentation process, coordinating shipments globally, and ensuring contracts are executed efficiently and accurately.

Key Responsibilities

Prepare and issue shipping and documentary instructions in line with relevant Incoterms.
Coordinate with suppliers, customers and freight partners to ensure timely shipment of goods.
Manage import/export documentation including invoices, bills of lading, packing lists, certificates of origin and insurance certificates.
Monitor shipments and provide regular updates to customers.
Support Letters of Credit and Documentary Collection processes.
Maintain accurate records within SAP and internal systems.
Liaise closely with trading, finance and operations teams to ensure smooth contract execution.
Process supplier invoices and assist with document archiving and compliance requirements.
Build strong relationships with customers and suppliers while delivering a high level of service.

About You

Previous experience in import/export, shipping, logistics, commodities or trade documentation.
Good understanding of Incoterms and international trade processes.
Knowledge of Letters of Credit would be advantageous.
Excellent communication and stakeholder management skills.
Strong attention to detail and organisational abilities.
Ability to manage multiple tasks and work to deadlines.
Confident using business systems and Microsoft Office applications.
A proactive and team-oriented approach.

What's on Offer?

Opportunity to work within a global trading environment.
Exposure to international logistics and commodity markets.
Collaborative and multicultural team culture.
Career development within a growing business.

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now. If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at (url removed)

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