Administrative Assistant

Job Description: LNG Commercial & Contracts Executive Key Responsibilities Commercial & Executive Coordination: Manage complex calendars, international meetings, travel arrangements and executive priorities across multiple time zones, often involving last-minute changes and competing deadlines.

Contract Lifecycle Management: Monitor critical LNG contract milestones, price review deadlines, renewal dates and execution requirements, ensuring contractual obligations are fulfilled accurately and on time.

KYC & Compliance Due Diligence: Conduct and coordinate Know Your Customer (KYC) checks on LNG suppliers, buyers and shipping brokers, reviewing corporate documentation, identifying discrepancies and escalating potential compliance risks before transactions proceed.

Commercial Price Reviews & Renegotiations: Support the administration of contractual price review mechanisms, analyse pricing data, prepare supporting calculations and documentation, and coordinate price renegotiation processes with relevant commercial stakeholders.

Vessel Hire & Shipping Cost Reconciliation: Calculate and reconcile vessel hire statements, laytime and demurrage claims, port disbursements and related shipping expenses, investigating discrepancies and ensuring accurate and timely settlement.

Financial & Procurement Administration: Review expense claims, reconcile invoices, process purchase requisitions, coordinate service fee payments and maintain accurate vendor records in business systems such as Plantlogic, ensuring compliance with internal approval procedures.

Corporate Meetings & Business Planning: Coordinate business plan rollouts, town halls, executive meetings and corporate events, preparing agendas, presentations, reports and supporting materials within tight timelines.

Document Control & Audit Readiness: Maintain structured electronic and physical records, administer SharePoint sites and document libraries, and ensure contracts, compliance records and registration documents are accurate, traceable and readily accessible for audits.

Stakeholder & Vendor Management: Act as a key liaison between internal commercial, finance, legal, compliance and operations teams, as well as external suppliers, brokers and service providers, following up persistently on outstanding issues.

Operational Support & Issue Resolution: Handle urgent requests, competing priorities and cross-functional projects while identifying administrative gaps, resolving discrepancies and maintaining business continuity in a high-pressure trading environment.

Job Requirements Diploma or degree in Business Administration, Finance, Shipping, Logistics, Economics or a related discipline is preferred.

Minimum 5 years of relevant experience in commercial administration, contract management, shipping operations, trade support or executive coordination, preferably within the energy, LNG, oil and gas or commodities trading sector.

Hands-on experience with contractual price review mechanisms and price renegotiations is strongly preferred.

Demonstrated ability to interpret contractual terms, monitor obligations and deadlines, and coordinate documentation requiring accuracy and confidentiality.

Strong numerical and analytical capabilities, with the ability to perform detailed calculations involving vessel hire, laytime, demurrage, port disbursements and financial reconciliations.

Familiarity with KYC procedures, compliance documentation, trade finance or international shipping processes will be an advantage.

Advanced proficiency in Microsoft Excel and strong working knowledge of Microsoft Office, SharePoint and business management systems such as Plantlogic.

Excellent organisational, written communication, stakeholder management and problem-solving skills, with the confidence to follow up on outstanding matters and escalate risks appropriately.

Able to manage multiple complex assignments independently, work under pressure and meet non-negotiable deadlines in an international business environment.

High standards of accuracy, accountability, discretion and attention to contractual, financial and regulatory details. International Executive & Business Coordination: Manage complex calendars, international meetings, travel arrangements and executive priorities across multiple time zones. Coordinate with overseas suppliers, buyers, shipping brokers and regional offices, accommodating different working hours and short-notice schedule changes while ensuring critical business matters are addressed promptly. Cross-Time-Zone Availability: Be prepared to attend meetings and respond to urgent business matters outside standard office hours when required, including early mornings or late evenings, to accommodate international stakeholders and time-sensitive LNG trading activities.

Role Expectations This role requires more than general administrative support. The successful candidate must be comfortable handling commercially sensitive information, performing detailed financial calculations, monitoring contractual obligations, coordinating compliance requirements and resolving discrepancies with minimal supervision. The ability to manage competing priorities without compromising accuracy or deadlines is essential. In-house recruitment