Despatch Administrator

Company Overview

We are an award-winning company and one of Europe's leading designers and manufacturers 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 to ensure customer orders are prepared, processed and shipped efficiently, both in the UK and internationally.

The role is suitable for candidates with experience in an industrial or manufacturing environment involving logistics and shipping in the UK and internationally. Strong customer service and administration skills using Microsoft Office and CRM systems are essential, as is knowledge of Incoterms and international shipping procedures. Candidates must be able to prioritise effectively, manage time, communicate clearly, and build strong relationships across diverse teams.

A detail-oriented, accurate, logical thinker who thrives in a fast-paced environment will excel.

Working Monday to Friday 8:30 am – 5 pm (with a 2:30 pm finish on Fridays). Salary up to £30 000 plus an annual bonus scheme, with a comprehensive benefits package that includes free parking, enhanced pension, company profit share bonus, retail and gym discounts, cycle-to-work scheme, health‑care cash plan, two volunteering days a year, financial wellbeing support, wellbeing activities and 24 days holiday.

• 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, you will have previously worked in a logistics and shipping role within an industrial or manufacturing environment, possess strong customer service and administration skills, and be able to prioritise effectively, manage time, communicate clearly and build relationships across teams. You should be detail‑oriented, a problem solver and comfortable working in a fast‑paced environment. It would be beneficial if you have knowledge of ISO 9000 standards and quality management systems, and familiarity with CRM platforms and manufacturing control systems, although these are not essential.

Salary up to £30 000 plus an annual bonus scheme, and a full comprehensive benefits package that includes free parking, enhanced pension, company profit share bonus, retail and gym discounts, cycle‑to‑work scheme, health‑care cash plan, two volunteering days a year, financial wellbeing support, wellbeing activities and 24 days holiday.

Please send your CV for immediate consideration.