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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