Despatch Administrator

We are an award-winning company and one of Europe's leading designers and manufactures within the engineering sector. We employ over 220 staff in the UK and Overseas and are seeking a Despatch Administrator to join our UK Head Office based In Frimley, Surrey. As a Despatch Administrator, you will play a key part in the smooth running of our despatch operations.

Working closely with colleagues across Sales, Warehouse, Goods In, and other internal teams, you will ensure customer orders are prepared, processed, and shipped efficiently, both in the UK and internationally.

The role would suit candidates who have previously worked in an industrial or manufacturing environment involving logistics and shipping in the UK and internationally. You must have strong customer service and administration skills using Microsoft Office and CRM systems to manage data and communicate effectively. It is essential you have previously dealt with shipping of items along with an awareness of Incoterms and international shipping procedures and a background in logistics, export operations, or industrial/manufacturing environments.

You should be able to demonstrate the ability to prioritise effectively and time manage, have excellent communication and interpersonal skills to build strong relationships whilst managing a diverse customer base, and collaborate across teams internally and externally. We are looking for someone detail oriented that can maintain high accuracy by focusing on specific customer requirements and ensuring precise despatches and a problem solver who is a logical thinker that can resolve challenges efficiently.

Anyone who thrives in a fast-paced environment whilst remaining composed under pressure would be an ideal candidate.

Working Monday to Friday 8.30am – 5pm with a 2.30pm finish on Fridays, we offer a salary of up to £30k plus annual bonus scheme, with a full comprehensive benefits package that includes free parking, enhanced pension, company profit share bonus, retail and gym discount, retail discounts, cycle to work scheme, health care cash plan, 2 volunteering days a year, financial wellbeing support and wellbeing activities and 24 days holiday.

Reporting into the Logistics’ Team Leader, your key duties will be:

• Managing Despatch Operations:
Check systems and Excel reports daily to identify orders ready for shipment or eligible for early despatch.

• Order Assembly and Allocation:
Assemble available stock and completed works orders, assigning them to unique delivery numbers and consolidating where appropriate.

• Transport and Shipping Coordination:
Organise UK and international shipments, adhering to customer and country-specific requirements and selecting the most suitable and economical methods.

• Freight Quoting:
Provide accurate freight quotes to customers and internal departments ahead of shipping.

• Processing Despatches:
Generate delivery notes, commercial invoices, EUR1s, labels, and export documentation as required.

• Post-Despatch Checks:
Verify consignments post-despatch to ensure prompt collection and smooth transit.

• Shipping Enquiries:
Respond to queries from customers, carriers, and colleagues regarding shipping issues or updates.

• Carrier Invoice Verification:
Review and approve carrier invoices, investigating and resolving discrepancies.

• Customer Folder Management:
Monitor and update all customer folders to ensure accurate and current information.

• Export Documentation Review:
Check all export declarations and associated invoice paperwork for accuracy.

• DDP Documentation Checks:
Review DDP paperwork, including Europa import and export invoices.

• Sales Order Management:
Re-date and communicate sales order changes as required, ensuring timely despatch of all document packs and carriage lines.

• Order Redating:
Update and re-date all outstanding orders from the previous day.

• External Liaison:
Communicate effectively with customers and freight forwarders

To be successful for the Despatch Administrator role you will have previously worked in a role involving logistics and shipping within an industrial or manufacturing environment, have strong customer service and administration…