Trade Assistant

Position Summary

We are seeking a detail-oriented Export Trade Assistant to support international sales and logistics operations. This role is responsible for coordinating export transactions, managing shipment logistics, preparing trade documentation, and supporting customers throughout the order fulfillment process. The ideal candidate will thrive in a fast-paced environment and enjoy working with customers, transportation providers, financial institutions, and internal teams to ensure successful execution of global shipments.

Key Responsibilities

Export Administration

• Track customer orders, shipment schedules, and contract activity.
• Monitor order fulfillment and provide status updates to internal stakeholders and customers.
• Maintain accurate records of export transactions and customer requirements.
• Assist with order processing and transaction management.

Logistics Coordination

• Coordinate domestic and international shipments with freight forwarders, carriers, warehouses, and customers.
• Arrange transportation via ocean, air, rail, and truck.
• Monitor shipment progress and proactively manage delivery timelines.
• Resolve transportation challenges, documentation discrepancies, and logistics-related issues.
• Coordinate warehouse activity, shipment scheduling, and inventory movements as needed.

Documentation & Compliance

• Prepare, review, and distribute export documentation, including:
• Commercial invoices
• Packing lists
• Bills of lading
• Certificates of origin
• Export declarations
• Licenses and permits
• Letter of credit documentation
• Insurance certificates
• Ensure compliance with export regulations, customs requirements, and international trade standards.
• Maintain organized and audit-ready files and records.
• Coordinate documentation with customers, financial institutions, logistics providers, and regulatory agencies.

Financial & Transaction Support

• Assist with invoicing, payment processing, and transaction settlements.
• Monitor payment terms and support collection activities.
• Coordinate with banking partners regarding international payments and trade documentation.
• Support accounts receivable follow-up activities.
• Assist with month-end reconciliation and reporting processes.

Customer & Vendor Support

• Serve as a primary point of contact regarding shipment status, documentation, and order fulfillment.
• Communicate with transportation providers, logistics partners, warehouses, and customers.
• Respond to inquiries and resolve issues in a professional and timely manner.
• Build and maintain strong relationships with customers and service providers.

Reporting & Data Management

• Prepare shipment, logistics, and operational reports.
• Track order activity, shipment performance, and key operational metrics.
• Maintain customer records, databases, and transaction files.
• Support internal teams with reporting, research, and administrative projects.

Qualifications

• Associate's or Bachelor's degree in Business, Supply Chain, Logistics, International Business, Accounting, or a related field preferred.
• 1+ years of experience in logistics, customer service, supply chain, operations, trade support, or administrative coordination.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficient in Microsoft Office, particularly Excel.
• Strong written and verbal communication skills.
• Experience working with ERP systems, transportation platforms, or trade documentation is a plus.

Preferred Skills

• Knowledge of international shipping, import/export processes, and trade documentation.
• Experience coordinating with carriers, freight forwarders, or logistics providers.
• Understanding of invoicing, payment terms, and transaction support processes.
• Strong problem-solving skills and customer service orientation.