Logistics & Operations Coordinator

Logistics \& Operations CoordinatorThe Role

We are looking for an experienced and highly organised Logistics \& Operations Coordinator to work closely alongside our Operations Manager across international logistics, trade compliance, purchasing, quality and general operations.

This is a broad role within a regulated and technically demanding environment. You will be involved in the day\-to\-day coordination of international shipments by air, sea and road, customs and export documentation, freight purchasing, dangerous goods movements and our ISO Quality Management System.

The role is designed to become a key support function within the Operations team. Initially, you will work closely with the Operations Manager, taking responsibility for defined areas of the day\-to\-day operation while developing a broader understanding of our processes, systems and compliance requirements.

As your knowledge of the business develops, you will take on increasing responsibility and become capable of providing operational cover for the Operations Manager during periods of annual leave or other absence.

Because we operate within strict export laws and transport dangerous goods, exceptional attention to detail is essential. A documentation, data or financial error can have significant consequences, so we are looking for someone who is naturally methodical, organised and conscientious.

This is a hands\-on, administrative and data\-driven role. You will work extensively with freight forwarders, customs brokers, suppliers and internal teams, as well as using Google Sheets and our ERP system to manage shipping, purchasing and compliance information.

Key ResponsibilitiesInternational Logistics \& Shipping

• Coordinate inbound and outbound international freight by air, sea and road.


• Liaise daily with freight forwarders and customs brokers to arrange shipments, monitor transit times and resolve customs or border queries.


• Prepare and process international shipping documentation, including Commercial Invoices, Packing Lists and Chamber of Commerce documentation.


• Monitor shipments from dispatch through to delivery, ensuring documentation and information are accurate and up to date.


• Maintain accurate shipment records and ensure all relevant documentation is filed and readily accessible.


• Work with internal teams, suppliers and logistics partners to resolve shipping issues and minimise delays.

• Maintain accurate and up\-to\-date trade compliance records, including customs entries and historical shipment data.


• Review and verify export customs declarations (CDS entries), identifying discrepancies or issues requiring attention.


• Assist the Operations Manager with the administrative processing and maintenance of UK dual\-use and military export licences, including applications via SPIRE.


• Support the preparation and checking of export documentation to ensure shipments meet applicable customs and trade requirements.


• Maintain well\-organised compliance records to ensure the business remains audit\-ready.

• Raise and manage Purchase Orders (POs) for freight and operational requirements.


• Accurately process supplier and freight invoices through the company ERP system.


• Check freight invoices against agreed costs and supporting documentation, identifying and resolving discrepancies where required.


• Maintain accurate purchasing and freight cost records.


• Work with suppliers and freight providers to resolve invoice or pricing queries.

• Coordinate the compliant movement of dangerous goods in conjunction with approved freight partners.


• Ensure the appropriate shipping arrangements and documentation are in place for class 9 / lithium\-ion batteries.


• Work with freight forwarders to ensure shipments are handled in accordance with applicable IATA (Air) and ADR (Road) requirements.


• Escalate any technical or compliance issues to the appropriate internal or external specialist where required.

• Work alongside the Operations Manager and COO to maintain the company's ISO Quality Management System.


• Maintain controlled SOPs, training matrices, records and other QMS documentation.


• Ensure documents and records remain accurate, current and properly controlled.


• Support the preparation for internal and external ISO audits.


• Assist with routine facilities administration, including maintenance schedules and coordination with external contractors.


• Provide general operational support across the business as required.

• Work closely with the Operations Manager to gain a broad understanding of the company's operational processes, systems and compliance requirements.


• Gradually take ownership of additional operational responsibilities as your knowledge and experience develop.


• Build sufficient knowledge of key processes to provide effective operational cover for the Operations Manager during periods of annual leave or other absence.


• Act as a point of contact for routine operational queries when the Operations Manager is unavailable.


• Support the Operations Manager with ad\-hoc projects and process improvements as required.

• Relevant Experience: Previous experience in logistics, international shipping, trade compliance, freight coordination or a similar operational environment.


• Exceptional Attention to Detail: You are naturally methodical and take pride in getting things right. You understand that small errors in documentation, data or financial information can have significant consequences.


• Organisation: Highly organised, with the ability to manage multiple shipments, documentation requirements, deadlines and administrative tasks simultaneously.


• Systems \& IT Proficiency: Confident using Google Workspace, particularly Google Sheets and Google Drive, and comfortable working with structured data. You will also be expected to learn and confidently navigate our internal ERP system.


• Technical Foundation: A good understanding of export customs declarations, Free Trade Agreements (FTAs) and international shipping terms (Incoterms), with the ability to apply this knowledge when preparing and reviewing shipping documentation.


• Problem Solving: Able to identify when something doesn't look right, investigate the issue and follow it through to resolution.


• Communication: Confident in communicating with freight forwarders, customs brokers, suppliers and internal stakeholders, both verbally and in writing.


• Reliability: Someone who can be trusted to follow processes carefully, meet deadlines and take responsibility for their work.


• Willingness to Learn: You do not need to be an expert in every area from day one. We are looking for someone capable of learning a complex operation and gradually taking on more responsibility.

• Previous experience with dangerous goods shipping and familiarity with IATA and/or ADR requirements.


• Experience or exposure to UK export licensing, particularly dual\-use or military goods.


• Awareness of US export controls, including ITAR and EAR.


• Previous experience using ERP software for purchasing, logistics or finance administration.


• Experience working within an ISO\-certified Quality Management System.


• Experience in a regulated, technical, manufacturing or engineering environment.


• Experience working with Lithium\-ion batteries or other class 9 dangerous goods.

We are looking for someone who wants to become a genuine second pair of hands to the Operations Manager.

You don't need to arrive knowing every aspect of our operation. What matters is that you have a strong foundation in logistics or international shipping, are highly organised and detail\-focused, and have the ability and willingness to learn.

The successful candidate will have the opportunity to develop a broad understanding of logistics, trade compliance, purchasing, quality and operations, ultimately becoming a trusted member of the team who can provide meaningful operational cover when required.

Work Location: In person

This listing is from Indeed. View original listing ↗