THE OPPORTUNITY Kubach and Sambrook (Metals) Ltd, trusted procurement leaders in the global steel market since 1973, seek an experienced Executive Assistant to manage a broad spectrum of sales and accounting administrative duties. This role is pivotal in enabling the company to execute its strategic objectives, optimize workflows, and maintain high standards of accuracy and professionalism. The position is based at our Edgware headquarters with potential regional coordination as required. KEY RESPONSIBILITIES 1.Sales Administration Prepare, review, and issue proforma invoices, commercial invoices, packing lists, certificates of origin, and related shipping documentation. Verify supplier documents against purchase orders; ensure accuracy and compliance with company policies and local regulations. Support the preparation and processing of purchase orders and quotations; assist the sales team in documenting customer requirements and timelines. Monitor and track order statuses, communicate updates to stakeholders, and escalate issues as needed. Assist with customer communications, follow-ups, and maintaining a professional client-facing presence. 2.Accounting & Financial Administration Post and reconcile sales and purchase invoices; enter data accurately into the accounting system. Process bank payments and receipts; support cash flow monitoring and daily banking reconciliations. Prepare and submit monthly declarations to credit insurance providers; ensure compliance and timely submissions. Maintain accurate supplier and customer records, tax documentation, and audit-ready files. Assist with basic bookkeeping tasks as required and coordinate with the finance function to support month-end/year-end close. 3.Administrative and Operational Support Maintain comprehensive leave records, attendance, and other HR-related administrative duties as assigned. Manage calendars, coordinate meetings, travel arrangements, and prepare meeting materials. Support IT-related improvements and projects aimed at enhancing operational efficiency (e.g., workflow automation, ERP integrations, document digitization). Ensure document control, file organization, and version management for sales, procurement, and finance documents. Produce regular reports and analytics as requested to inform leadership decisions. 4.Compliance, Risk & Quality Assist with compliance checks related to financial controls, supplier onboarding, and trade documentation. Support risk management activities by ensuring accuracy of data, timely task completion, and clear audit trails. 5.Communications & Stakeholder Engagement Liaise with internal teams and external partners (suppliers, customers, insurers, freight forwarders) in a professional and timely manner. Draft and review correspondence, communications, and internal memos as needed. QUALIFICATIONS Education: Suitable secretarial or executive assistant qualification; relevant additional qualifications in finance or commerce are advantageous. Experience: Minimum 10 years in an Executive Assistant or senior administrative role supporting sales and/or accounting functions; experience in international trade or metals/commodities is desirable. Language : Very strong command of English (written and verbal) with excellent business communication skills. SKILLS AND COMPETENCIES Advanced IT proficiency: Expertise in Microsoft Office (Excel, Word, PowerPoint); familiarity with advanced Excel functions (pivot tables, VLOOKUPs, macros is a plus); comfort with ERP/CRM/digital tools and basic troubleshooting. Bookkeeping familiarity: Basic to intermediate understanding of invoicing, payments, reconciliations, and financial document control. Exceptional organizational abilities : Strong multitasking, prioritization, and time management; capability to manage competing deadlines with attention to detail. Communications: Clear, professional written and verbal communication; ability to draft accurate correspondence and reports. Analytical mindset: Ability to interpret data, identify discrepancies, and support process improvements. Adaptability : Comfortable with change, technology adoption, and continuous improvement initiatives. Collaboration: Team-oriented with the ability to work across departments (sales, finance, IT, operations) and with external partners. Problem-solving: Proactive in identifying bottlenecks, proposing solutions, and implementing enhancements. EXPERIENCE REQUIREMENTS 10 years in an Executive Assistant or equivalent role supporting sales and accounting functions. Demonstrated track record of managing confidential information with discretion. Experience with invoicing, banking transactions, and supplier/customer documentation. Exposure to international trade documentation and compliance is advantageous. 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 requiring 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.