Trade Operations Executive (Middle Office)

Entry Level

Overview

This is an entry-level role supporting the Middle Office (MO) team in day-to-day trade operations. The role focuses on routine and well-defined tasks including contract checking, insurance coordination, vessel nomination, shipment document monitoring, and maintaining counterparty records. The successful candidate will work closely with the Trading, Shipping, Operations, and Finance teams to ensure smooth and timely execution of trades.

Key Responsibilities

Contract Support

• Follow up on outstanding contract signatures and maintain an updated contract tracker.
• Review purchase and sales contracts for key details including quantity, specifications, payment terms, and shipment periods, escalating discrepancies for senior review.
• Maintain organised records of contracts, amendments, and related correspondence.

Insurance Coordination

• Request and follow up on insurance certificates from suppliers and brokers for Black Sea and Red Sea fixtures.
• Maintain the open-trades insurance tracker and ensure certificates are properly filed.
• Review CNF sales contracts to ensure compliance with the company's insurance clause requirements before issuance.

Vessel Nomination Support

• Prepare and send vessel nominations to buyers and suppliers based on instructions from the relevant teams.
• Track vessel nomination status and respond to routine vessel-related queries.
• Check and confirm LC status before vessel nominations are issued, escalating any outstanding matters.

Cargo Discharge & Document Monitoring

• Monitor document status across active shipments and flag documents that may not arrive in time for vessel arrival.
• Maintain visibility of expected document arrival timelines and proactively escalate potential delays.
• Coordinate with relevant internal teams to follow up on outstanding shipping and trade documents.

KYC & Counterparty Records

• Create and maintain counterparty KYC records and account profiles in accordance with established SOPs.
• Ensure counter party documentation is complete, current, and properly maintained in Salesforce.
• Monitor KYC documentation and flag missing, incomplete, or expiring documents.

General Middle Office Support

• Provide administrative and operational support to the Middle Office team on day-to-day trade activities.
• Assist with updating reports, trackers, and trade records.
• Support ad-hoc tasks and projects assigned by the Middle Office Manager or Senior team members.
• Work closely with Trading, Shipping, Operations, Finance, and other relevant teams to ensure timely completion of trade-related activities.

Qualifications and Skills

• Diploma or bachelor's degree in business, Finance, Supply Chain Management, Logistics, International Trade, Economics, or a related discipline.
• Fresh graduates are welcome to apply.
• Strong attention to detail and good organisational skills.
• Able to follow established procedures and work accurately with documentation.
• Good follow-up skills with the ability to track multiple outstanding items.
• Proficient in Microsoft Office, particularly Excel.
• Good written and verbal communication skills.
• Comfortable working with different internal teams and external counterparties.
• Proactive, responsible, and willing to learn.
• Interest in commodity trading, shipping, logistics, or trade operations is an advantage.
• Experience with Salesforce or other ERP/trade management systems is a plus.