Job Description

THE OPPORTUNITY

Kubach and Sambrook (Metals) Ltd, trusted procurement leaders in the global steel market since 1973, seek a highly organized

Executive Assistant (Administrative Support)

to manage a wide range of clerical and administrative tasks. This role is essential in supporting day-to-day operations, ensuring smooth office coordination, and providing accurate administrative assistance to leadership and supporting teams. The position is based at our Edgeware headquarters, with occasional coordination across regional offices as needed.

KEY RESPONSIBILITIES

1. Administrative and Office Support

Maintain leave records, attendance logs, and general HR-related administrative files. Oversee document control, filing systems, and version management to ensure accurate and accessible records. Support office operations such as ordering supplies, handling incoming communications, and liaising with service providers.

2. Compliance and Recordkeeping

Ensure documentation is properly filed, archived, and audit-ready. Assist with compliance checks for supplier onboarding and trade-related paperwork. Maintain accurate logs of contracts, agreements, and related documentation.

3. Communication & Coordination

Act as the first point of contact for internal teams and external stakeholders, including suppliers, customers, and logistics partners. Coordinate and follow up on action items to ensure deadlines are met. Prepare meeting notes, circulate action points, and support cross-departmental communications.

4. Sales and Operations Administration

Assist with preparing standard documentation (e.g., quotations, purchase orders, shipping documents, invoices, and certificates). Track and update order status spreadsheets and share progress with relevant teams. Verify supplier documents against purchase orders and flag discrepancies. Support the sales team with clerical tasks, including data entry and filing of client records.

5. Finance Administration

Enter and file supplier invoices, purchase orders, and receipts in the accounting system. Support the reconciliation of expense claims and petty cash records. Maintain accurate records of payments and update tracking spreadsheets. Assist finance staff with routine clerical tasks (e.g., copying, filing, preparing basic reports).

QUALIFICATIONS

Education: Secretarial, administrative, or business administration qualification; basic bookkeeping training is an advantage. Experience: 5 years as an Executive Assistant or Administrative Officer. Exposure to finance administration is a plus. Language: Excellent written and verbal English with strong business communication skills.

SKILLS AND COMPETENCIES

Administrative excellence

: Strong organizational skills, meticulous record-keeping, and ability to handle multiple tasks.

IT proficiency

: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint); familiarity with databases, ERP/CRM systems is advantageous.

Communication

: Professional interpersonal skills with the ability to draft accurate documents and liaise effectively.

Detail orientation

: Careful attention to accuracy in clerical and administration records.

Team collaboration

: Ability to work closely with sales, operations, and finance teams to support business needs.

EXPERIENCE REQUIREMENTS

5+ years in administrative or executive assistant roles with exposure to clerical support. Proven ability to maintain confidentiality and handle sensitive information. Experience managing office operations and supporting senior leadership.

DESIRED PERSONAL ATTRIBUTES

High level of integrity and professionalism. Results-driven with a service-oriented mindset. Strong attention to detail and accuracy. Resilience under pressure and capacity to manage multiple priorities.

WORK ENVIRONMENT AND CULTURE

A fast-paced, client-focused environment requires meticulous attention to detail. Collaboration across multi-national teams and partners. Commitment to continuous improvement and adoption of new technologies to enhance efficiency.

COMPENSATION

32,000 to 34,000 (negotiable based on experience) Schedule: Monday to Friday, full-time Location: On-site

APPLICATION INSTRUCTIONS

Please submit a current CV and a tailored cover letter outlining relevant experience, especially in sales and accounting administration and any international trade exposure. Include permission to contact references upon request.

ABOUT KUBACH AND SAMBROOK

Founded in 1973, we have established ourselves as procurement leaders in the global steel trade with a proven track record of excellence. Our primary mission is supplying high-quality steel products at the lowest landed cost, enabling our customers to grow their businesses successfully.

With our London headquarters and strategic offices in Shanghai, Mumbai, and Johannesburg, we maintain strong relationships with steel mills, suppliers, and shipping companies worldwide, allowing us to deliver steel economically and efficiently to global markets.

Job Types: Full-time, Permanent

Pay: 32,000.00-34,000.00 per year

Application question(s):

Do you have a Secretarial, administrative, or business administration qualification? Have you had exposure to finance administration? Do you have experience with Compliance and Recordkeeping?
Experience:

Executive Assistant: 5 years (required) Sales & Operations Support: 5 years (required)
Language:

English Fluently (required)
Work Location: In person