Contracts and Confirmation Administrator

DEPARTMENT/TEAM: Legal
LOCATION: London
SUMMARY

We are seeking a candidate who will provide administrative and documentation support, promptly and in line with internal processes, to the Marine Bunkering and Cargo businesses.

The role’s primary function is to ensure the integrity and accuracy of data entry and of the risk undertaken by the business via a thorough and methodical trade verification process and the review and drafting of confirmations. Attention to detail is highly relevant, as is the ability to co-ordinate multiple demands and sets of data. The role provides essential risk management and control, preserving and enhancing the company’s risk mitigation and reputation.

The position is an opportunity to develop experience in the marine bunkering/physical oil space at an exciting time as the industry transitions to decarbonisation and to directly work with and learn from a wide variety of business functions.

MAIN RESPONSIBILITIES

  • Cross-checking and verification of marine bunker deals against recaps, offer sheets, confirmations and the trading system.
  • Reconciliation of physical oil trades against trader recap, broker recap, counterparty contracts and the trading system.
  • Prompt resolution and communication of trade discrepancies.
  • Verification and validation of trades within the trading platform no later than trade date plus day 1 (“T+1”).
  • Preparation of sales contracts no later than T+1 and dealing with countering of contracts to conclusion.
  • Reviewing counterparty contracts and countering promptly, addressing discrepancies directly with counterpart and with internal stakeholders.
  • Following up with counterparties, no later than T+1 and by means of purchase confirmation issuance if purchase contracts are not received in good time.
  • Maintaining a strong audit trail and document management good practice in the electronic tracking and logging of contracts and all related documents and correspondence.
  • Identifying potential problems; monitoring recurring issues; mitigating against risk.
  • Direct point of escalation internally on trade support/documentation queries.
  • Seeking efficiencies.
  • Communication with external parties and internal business partners.

KNOWLEDGE, SKILLS AND EXPERIENCE

Essential:

  • Organised, with a high level of attention to detail and the ability to effectively manage conflicting priorities and deliver consistently against tight deadlines.
  • Excellent communication skills, both verbal and written.
  • Solid proficiency in MS Excel.
  • Educated to at least degree level or possesses an equivalent level qualification or have 2+ years’ experience in a similar role.

Desirable:

  • Experience in physical commodities and trading platforms.
  • Exposure to and/or experience in physical oil contracts or legal documentation drafting.
  • Knowledge of Incoterms.
  • Administrative experience preferred.

 

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