Shipping Administrator

Purpose of Role

To coordinate the delivery and shipment of customer orders to destinations worldwide, ensuring timely, accurate, and compliant despatch of goods while maintaining strong communication with customers, suppliers, and freight partners.

Key Responsibilities

• Liaise with freight forwarders, shipping agents, and carriers to coordinate and despatch customer orders by sea, air, or road.
• Request, review, and record shipping quotes.
• Update customers regularly on the progress of their shipments.
• Prepare, record, and file all required export shipping documentation (including consular documents, packing lists, shipping invoices, commercial invoices, and other required forms) for EU and Rest of World (ROW) shipments.
• Work closely with Chambers of Commerce, Customs, Brokers, Carriers, and Freight Forwarders to ensure the accuracy of documentation and to expedite deliveries.
• Ensure all shipments are booked and collected on time.
• Confirm timely delivery of goods with both customers and shippers.
• Create and maintain a log of freight quotes.
• Track and maintain a log of export and open licences used for shipments.
• Support general administrative tasks, including sales administration such as preparing customer quotes.
• Comply with Health & Safety at Work legislation, promoting a safe and effective working environment.
• Ensure adherence to company Anti-Bribery and Corruption (ABC) policies and internal authorisation procedures.
• Carry out any other reasonable duties required to support company performance, within the scope of the role and with appropriate training.

Skills, Experience & Competencies

• Previous experience in export shipping, freight forwarding, or logistics coordination.
• Must have experience (past/present) in working with Dangerous Goods (DGR/DGSA).
• Strong knowledge of export documentation and customs compliance requirements (EU and ROW).
• Excellent organisational skills with the ability to manage multiple shipments and priorities.
• Strong communication skills for effective liaison with customers, carriers, and internal teams.
• Proficiency in maintaining accurate records, logs, and documentation.
• Attention to detail and commitment to accuracy.
• Competent in Microsoft Office (Word, Excel, Outlook) and comfortable with administrative processes.
• Ability to work independently and collaboratively in a fast-paced environment.