Admin

Location: Sutton-in-Ashfield
Contract: Maternity Cover (Fixed-Term)

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.

• 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

• 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

• 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

• 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

• 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

• 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

• 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

• 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