Document and Contract Coordinator

The Document and Contract Coordinator is responsible for organizing, managing, and maintaining all documents and contracts related to trading activities. This includes ensuring that all documents are accurate, up-to-date, and accessible to relevant team members while maintaining compliance with regulatory requirements and company policies. The role also involves tracking the progress of contracts, liaising with the finance team regarding the status of deliveries, managing invoices and receivables, communicating with buyers and sellers, and tracking any extra costs that may arise during the execution of contracts.

1. Document Management:

• Manage the documentation process for all trading activities, including the creation, review, and approval of documents.
• Ensure that all documents are stored securely and are easily accessible to authorized personnel.
• Maintain a systematic filing system, both digital and physical, for all trading-related documents.
• Regularly update and review documents to ensure they are accurate and meet current compliance standards.

2. Contract Management:

• Track the progress of all trading-related contracts, ensuring they move through the necessary stages promptly.
• Follow up with relevant parties to ensure contract milestones are met and any issues are resolved quickly.
• Provide regular updates to the trading desk team and other stakeholders regarding the status of contracts.

3. Liaison with Finance Team:

• Coordinate with the finance team to monitor the status of deliveries and ensure that all necessary documentation is provided for invoicing.
• Track and verify which invoices need to be paid, ensuring timely processing in coordination with the finance team.
• Monitor the status of receivables and ensure that the trading desk is informed about any outstanding payments.
• Assist in resolving any discrepancies between the trading desk and finance team regarding deliveries, payments, and receivables.

4. Buyer and Seller Communication:

• Send regular updates to buyers and sellers about the status of their deliveries and payments.
• Address any inquiries or concerns from buyers and sellers regarding their transactions.
• Ensure that all communication is timely, accurate, and reflects the current status of deliveries and payments.

5. Cost Tracking:

• Monitor and track any additional costs arising from contract execution, such as demurrage costs, quality issues, and unexpected logistics costs.
• Update the trading desk team and relevant stakeholders on any extra costs incurred, ensuring that these are factored into the overall contract management and financial planning.
• Liaise with the finance team to ensure that extra costs are accurately recorded and reflected in financial statements and invoices.

6. Compliance and Audit Support:

• Ensure that all trading documents comply with regulatory requirements and internal policies.
• Prepare and provide necessary documents during internal and external audits.
• Keep records of document versions and changes, ensuring traceability and transparency.

7. Coordination and Communication:

• Liaise with traders, legal, compliance, finance, buyers, sellers, and other relevant departments to ensure all necessary documents, contracts, financial details, and cost information are obtained, tracked, and filed correctly.
• Communicate document, contract, financial, and cost-related issues and updates to the trading desk team and other stakeholders.
• Coordinate with external counterparties to obtain and verify necessary trading documents, contract details, financial arrangements, and cost implications.

8.Quality Control:

• Review and verify the accuracy and completeness of documents, contracts, financial records, and cost tracking before final approval and filing.
• Conduct regular checks to ensure that all documents, contracts, financial records, and cost details are up to date and reflect current trading activities.

9.Reporting:

• Generate reports on document, contract, financial status, and cost implications, including outstanding items and compliance with procedures.
• Provide regular updates to the trading desk manager and other stakeholders on the status of critical documents, contracts, financial transactions, and any additional costs incurred.

10.Training and Support:

• Provide training and support to trading desk staff on document control, contract tracking, financial coordination, cost tracking, and buyer/seller communication procedures and best practices.
• Assist in the development and implementation of document control, contract management, financial liaison, and cost tracking policies and procedures.