Job Description
Administrator - Logistics & Shipping Documentation
Administrator - Logistics & Shipping Documentation
The location of the role is Fareham.
The duration of the contract is 3-6 months.
The pay rate on offer is £14 - £15 per hour (via PAYE).
Department
Logistics / Shipping / Export Administration
Role Summary
The Temporary Shipping Administrator supports the shipping and export function by ensuring SAD (Single Administrative Document) paperwork is accurately checked, verified, and scanned in line with internal procedures and customs/export compliance requirements. The role is primarily administrative and quality-focused, helping maintain complete, legible, and traceable shipping documentation for outbound orders.
Key Responsibilities
* SAD Checking (Accuracy & Compliance)
* Review SAD documentation for completeness and accuracy prior to filing/scanning.
* Validate key data fields (e.g., exporter/importer details, invoice references, commodity codes where applicable, weights, quantities, country of origin/destination).
* Check documentation is consistent with supporting paperwork (e.g., commercial invoices, packing lists, export references).
* Identify missing or unclear information and escalate issues to the Shipping/Export team for correction.
* Ensure documentation is prepared and handled in accordance with internal compliance and audit standards.
* Scanning & Document Control
* Scan SADs and associated shipping paperwork to required quality standards (clear, complete, correctly oriented).
* Index and upload documents to the relevant system/shared drive/document management platform using agreed naming conventions.
* Maintain accurate electronic and/or physical filing, ensuring documents can be retrieved quickly for audits, queries, or customer requests.
* Track document status (received/scanned/returned/archived) and follow up on outstanding items.
* Administrative Support
* Support general shipping administration tasks as required (e.g., printing, collating packs, updating trackers).
* Liaise with internal teams (Warehouse, Customer Service, Transport, Finance) to resolve document discrepancies.
* Assist with periodic checks to ensure records are complete and compliant.
Skills & Competencies
* High attention to detail and strong accuracy in repetitive administrative tasks.
* Confident using scanners, PDFs, and document management/shared drive systems.
* Good working knowledge of Microsoft Office (particularly Outlook and Excel).
* Ability to follow procedures and meet deadlines in a fast-paced environment.
* Clear communication skills and confidence raising queries when information is missing or inconsistent.
* Able to handle sensitive commercial information professionally.
Experience & Knowledge (Preferred)
* Previous experience in shipping/logistics administration or export documentation.
* Familiarity with export paperwork and customs processes (SAD knowledge beneficial but not essential).
* Experience with filing standards, audit trails, and document control practices.