Role Overview
Our client is seeking a highly skilled and action-oriented Logistics and Export Co‑Ordinator with proven expertise in international freight operations, customs compliance, and export documentation. This role has full ownership of end-to-end logistics execution across road, sea, and air freight, ensuring compliant, cost‑effective, and on‑time delivery across UK, European, Far East, and Middle East markets.
The successful candidate must demonstrate advanced, hands‑on mastery of International Commercial Trade Terms (Incoterms), with proven ability to apply, challenge, and optimise Freight Prepaid and Freight Collect structures across international shipments. This role requires commercial confidence to challenge freight pricing between sellers, buyers, and forwarders, alongside practical experience creating commercial invoices, managing Chamber of Commerce portals, calculating customs duties, and executing shipments through freight forwarder platforms.
Main Responsibilities
Transport, Freight & Distribution Operations
- Plan, execute, and control international shipments across road, sea, and air freight, managing volumes across domestic, European, and global routes.
- Create, validate, and issue commercial invoices independently, ensuring full accuracy of:
- Commodity codes (HS codes)
- Country of Origin (COO)
- Customs values
- Incoterms (EXW focus)
- Currency, freight, and insurance elements
- Own the end‑to‑end export declaration process, covering all required customs export declarations, with full responsibility for data accuracy, regulatory compliance, and proactive resolution of any customs clearance issues.
- Navigate and operate Chambers of Commerce portals, including:
- Certificate of Origin (COO) application
- Document legalization
- Amendments and tracking
- Liaise daily with freight forwarders (e.g. UPS, DHL, and other carrier portals) to:
- Book shipments
- Compare rates
- Negotiate improved commercial terms
- Optimise cost vs. transit time
- Ensure Incoterms are applied correctly, with a strong operational knowledge.
Customs Compliance, Duties & Regulatory Control
- Calculate and verify customs duties and charges, including:
- Customs Duty
- Excise Duty (where applicable)
- VAT thresholds
- Additional customs fees and surcharges
- Ensure commodity codes are correctly assigned and validated, reducing risk of penalties, delays, or audits.
- Maintain accurate Country of Origin declarations for all imports and exports, ensuring full compliance with customs authorities.
- Monitor and apply international trade regulations, Incoterms, and customs legislation across all shipping lanes.
- Act as the first point of escalation for customs queries, audits, holds, or discrepancies.
- Manage post‑Brexit UK‑EU customs procedures, including import and export declarations, duty and VAT treatment, and border documentation.
- Ensure compliance with post‑Brexit regulatory requirements, including EORI (UK and EU), Incoterms application, and customs valuation rules.
Dangerous Goods & Special Shipments
- Coordinate dangerous goods shipments, including lithium‑ion batteries and regulated items, ensuring:
- Correct classification
- MSDS documentation
- Carrier acceptance
- Compliance with IATA, IMDG, and ADR regulations
- Work proactively with forwarders to mitigate risks, delays, or non‑compliance.
Reverse Logistics
- Manage and control returned goods processing, ensuring:
- Correct classification
- Customs re‑import documentation (where applicable)
- Inventory reconciliation
Cross‑Functional Collaboration
- Work closely with Production Planning to align shipment schedules with manufacturing output.
- Communicate transparently with Sales, Purchasing, Finance, and Customer Service on:
- Freight costs
- Delivery timelines
- Customs implications
- Review Purchase Orders and freight invoices, validating transport charges and resolving discrepancies.
Traceability, KPIs & Continuous Improvement
- Ensure full shipment traceability from order creation to final delivery.
- Maintain and report on logistics KPIs, including:
- On‑time delivery performance
- Freight cost efficiency
- Documentation accuracy
- Proof of Export (POE) and Proof of Delivery (POD) acquisition
- Actively manage and challenge external logistics suppliers, including third‑party delivery companies and air freight providers, to negotiate improved commercial terms, reduce transport costs, and identify more competitive freight forwarding solutions.
Key Performance Indicators (KPIs)
- On‑Time Delivery Rate (%)
- Export & Import Freight Cost Variance
- Accuracy & Timeliness of Shipping Documentation
- Customs Compliance & Audit Readiness
- Internal & External Customer Satisfaction Scores
Experience
- Strong working knowledge of:
- Commercial invoices
- Export declarations
- Chambers of Commerce portals
- Customs duties and thresholds
- Commodity codes and COO requirements
- International Commercial Trade Terms
- Experience using ERP systems and freight forwarder portals.
- Demonstrable logistics and customs experience operating under post‑Brexit UK‑EU trade regulations.
Skills & Attributes
- Highly action‑oriented with the ability to independently execute complex logistics tasks.
- Exceptional attention to detail with zero‑tolerance for documentation errors.
- Confident communicator across internal teams and external partners.
- Commercially aware, cost‑focused, and solutions‑driven.
- Comfortable managing multiple shipments and deadlines in a fast‑paced environment.
- Advanced user of Microsoft 365, including:
- Excel (data analysis, cost tracking)
- Word (documentation)
- PowerPoint (reporting)
- OneDrive (document control)
- The ability to be forward‑thinking and make projections, project manage and implement strategic planning.
- Excellent people, communication and negotiation skills.
Proactive Global is committed to equality in the workplace and is an equal opportunity employer.
Proactive Global is acting as an Employment Business in relation to this vacancy.
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