Job | Hamlin Knight


Logistics Coordinator

  • #83291
  • Slough
  • £30,000
  • Permanent
  • 06 Jul 2021

Job Title:

Logistics Co-ordinator


Job Holder:



Reports to:

Operations Improvement Manager


Direct Reports:






Main Purpose:

Responsible for the coordination and administration of international and domestic courier deliveries and collections including the preparation and reconciliation of records for export and import.




Specific Duties and Responsibilities:

To coordinate all export documentation process from start to finish ensuring accurate shipment documentation.

​ Production of all necessary export paperwork and declarations including commercial invoices, delivery notes and consignment bookings necessary to comply with customs regulations

​ To liaise with Customers, Customs brokers, couriers and internal colleagues to ensure all documents are received within the designated time frame.

​ To create and maintain all necessary customs records.

​ Communicate inbound shipment notifications to suppliers and customers

​ Escalate any issues with the line manager and offer solutions


To Provide first line support on import clearance requests.

​ Authorising clearance requests with couriers and maintaining appropriate records including Postponed VAT Accounting, OPR, exhibition loan equipment goods and related administration.


Co-ordinate domestic shipment traceability and customer collections

​ To create, book and record company courier bookings for third party collections and deliveries

​ To maintain an accurate record of proof of deliveries where required

​ To provide transport companies with the relevant information to ensure customer delivery requirements are met.

​ To liaise with designated courier companies and attend meetings with them to discuss service levels and address any customer service failures or supplier issues.

​ To report any lost or missing shipments to the courier company and to (where possible) make every effort to assist in the location of the goods or claim compensation where applicable in a timely manner.

​ To receive, record and manage the investigation and resolution of customer problems relating to delivery discrepancies.

​ Provide information to colleagues relating to courier bookings and proof of deliveries when requested.


Provide support ensuring the prompt and efficient customer service

​ Liaise with customers and colleagues via phone and email informing them of progress and anticipated dates for completion of all service requirements.

​ Solving problems and customer's queries over email and telephone

​ To ensure customers are fully informed of the progress of their shipments

​ Provide support as required for reconciliations on import VAT, etc.

​ Provide first line support on queries e.g. adhoc errors, clearance issues to customers and colleagues


Maintain compliance of logistics activities in accordance with the company’s applicable ISO and regulatory standards.

​ Create, review and update logistics procedures, work instructions and controlled documents, ensuring compliance with the company’s applicable ISO and regulatory standards.

​ To monitor, record and report on logistics suppler performance as required for our Quality Management System

​ To highlight any non-conforming issues as a result of international or domestic shipments

​ To report and if required escalate through the CAPA system any instances where product integrity has not been maintained as a result of transportation in accordance with the requirements of ISO 13485, The Medical Device Regulations and The Medicines and Medical Devices Bill.

​ To produce data when requested for the Quality Management System, or Management of Customer Complaints in order to monitor the effectiveness and efficiency of the courier service.


General Duties:

Answer departmental incoming enquiries either by telephone, e-mail or face to face


To maintain a safe, clean and tidy work area


Carry out any ad hoc duties and responsibilities as assigned by your Manager or for Business needs.





Special Conditions or requirement to travel:

This role will not involve regular travel and time away from home



Health and Safety:

You have a duty of care for yourself and your colleagues under the Company’s Health and Safety policy


Ensure compliance to the Company’s Health and Safety Policies and Procedures


This role will involve Manual Handling on a daily basis


Quality and Environmental:

Ensure compliance to all relevant Policies and Procedures and internal standards


Ensure the Quality, Environmental and Health & Safety Management Systems achieve their desired results






Qualifications and required experience:

Educated to GCSE standard (or equivalent) with qualifications in maths and English or have at least 3 years’ proven experience in a similar role.


A minimum of 1 years’ experience working in logistics Administration especially with Exports


An understanding of export and processes is essential.


Have a strong customer-service and administration background.





Skills, qualities and attributes:

Proven teamwork skills


Polite and courteous manner regardless of the situation


Good English in verbal and written communication skills


Ability to work calmly under pressure


Willingness to go the extra mile at busy times


Ability to work under own initiative


Be able to work in a busy environment, effectively prioritising workload.







Technical skills

IT skills including the ability to use Microsoft Office Suite



Experience in SAP is desirable but not essential






Employee Signature


* Reference: HR- FRM- 029 Job Description Managers Responsibilities 


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