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

Process and manage outbound shipment documentation for UK, EU, and Rest of World customers
Liaise with freight forwarders, hauliers, and warehouse teams to coordinate dispatch
Ensure accurate transport bookings and timely deliveries
Monitor and track shipments, escalating delays or issues where required
Maintain transport cost records and support freight invoice checking

2. Export Documentation & Compliance

Prepare and verify commercial invoices, packing lists, and shipping documents
Maintain export records in line with HMRC document retention requirements
Assist with audits and internal compliance reviews

3. Dangerous Goods & Paint Handling Support

Ensure shipment documentation reflects correct hazardous classifications
Support compliance with labelling and transport requirements for paint and associated chemicals
Liaise with internal teams regarding SDS documentation and shipment requirements

4. Claims & Incident Management

Log and manage transport damage claims and shortages
Liaise with hauliers and insurers to obtain PODs, photographs, and supporting evidence
Support completion of internal non-conformance and 8D reports
Monitor claim progress and track financial recovery
Maintain clear records for audit and insurance purposes

5. Record Keeping & Document Retention

Maintain organised digital and physical filing systems
Ensure shipping, customs, and claims documentation is retained in line with company and legal requirements
Support SOX and audit requirements where applicable
Ensure full traceability of shipments and documentation for regulatory review

Key Skills & Experience

Essential

Previous administration experience within logistics, supply chain, or export
High level of accuracy and strong attention to detail
Experience handling documentation
Confident using Microsoft Office (Excel, Outlook, Teams)
Strong organisational skills with the ability to prioritise workload

Desirable

Experience within paint, chemicals, or hazardous goods sectors
Knowledge of export procedures and customs documentation
Familiarity with dangerous goods transport requirements
Experience handling freight claims

Personal Attributes

Highly organised and methodical
Strong communication skills
Able to work under pressure in a fast-paced environment
Proactive problem solver
Professional and discreet when handling sensitive documentation and claims

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