Administrator - Logistics (Maternity Cover)
Location: Sutton-in-Ashfield
Contract: Maternity Cover (Fixed-Term)
The Role
We are recruiting an experienced Administrator to provide administrative and operational support to the logistics function. This maternity cover role will support the efficient coordination of domestic and export shipments of industrial paint products, ensuring compliance with regulatory requirements and internal procedures.
The position plays a key role in maintaining service levels, supporting compliance obligations, and protecting the business from financial and legal risk.
Key Responsibilities
1. Logistics Administration
1. Process and manage outbound shipment documentation for UK, EU, and Rest of World customers
2. Liaise with freight forwarders, hauliers, and warehouse teams to coordinate dispatch
3. Ensure accurate transport bookings and timely deliveries
4. Monitor and track shipments, escalating delays or issues where required
5. Maintain transport cost records and support freight invoice checking
2. Export Documentation & Compliance
6. Prepare and verify commercial invoices, packing lists, and shipping documents
7. Maintain export records in line with HMRC document retention requirements
8. Assist with audits and internal compliance reviews
3. Dangerous Goods & Paint Handling Support
9. Ensure shipment documentation reflects correct hazardous classifications
10. Support compliance with labelling and transport requirements for paint and associated chemicals
11. Liaise with internal teams regarding SDS documentation and shipment requirements
4. Claims & Incident Management
12. Log and manage transport damage claims and shortages
13. Liaise with hauliers and insurers to obtain PODs, photographs, and supporting evidence
14. Support completion of internal non-conformance and 8D reports
15. Monitor claim progress and track financial recovery
16. Maintain clear records for audit and insurance purposes
5. Record Keeping & Document Retention
17. Maintain organised digital and physical filing systems
18. Ensure shipping, customs, and claims documentation is retained in line with company and legal requirements
19. Support SOX and audit requirements where applicable
20. Ensure full traceability of shipments and documentation for regulatory review
Key Skills & Experience
Essential
21. Previous administration experience within logistics, supply chain, or export
22. High level of accuracy and strong attention to detail
23. Experience handling documentation
24. Confident using Microsoft Office (Excel, Outlook, Teams)
25. Strong organisational skills with the ability to prioritise workload
Desirable
26. Experience within paint, chemicals, or hazardous goods sectors
27. Knowledge of export procedures and customs documentation
28. Familiarity with dangerous goods transport requirements
29. Experience handling freight claims
Personal Attributes
30. Highly organised and methodical
31. Strong communication skills
32. Able to work under pressure in a fast-paced environment
33. Proactive problem solver
34. Professional and discreet when handling sensitive documentation and claims
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