Despatch Administrator

Eurocell Plc; Guildford; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading engineering company in Guildford is seeking a Despatch Administrator to oversee despatch operations. Responsibilities include managing order assembly, coordinating shipments, and ensuring accurate export documentation. Ideal candidates will have experience in logistics, strong customer service skills, and familiarity with Microsoft Office and CRM systems. The role offers a competitive salary of up to £30k along with a comprehensive benefits package, including enhanced pension and holidays.

Benefits

Free parking

Enhanced pension

Cycle-to-work scheme

Health-care cash plan

24 days holiday

Qualifications

• Experience in industrial or manufacturing environment involving logistics.
• Strong customer service and administration skills.
• Familiarity with Incoterms and international shipping procedures.

Responsibilities

• Manage despatch operations and check systems for orders ready to ship.
• Assemble orders and allocate stock to delivery numbers.
• Organize UK and international shipments based on requirements.

Skills

Customer service

Microsoft Office

CRM systems

Logistics knowledge

Communication skills

Time management

Problem-solving

Job description

Responsibilities

• Managing Despatch Operations: Check systems and Excel reports daily to identify orders ready for shipment or eligible for early despatch.
• Order Assembly and Allocation: Assemble available stock and completed works orders, assigning them to unique delivery numbers and consolidating where appropriate.
• Transport and Shipping Coordination: Organise UK and international shipments, adhering to customer and country‑specific requirements and selecting the most suitable and economical methods.
• Freight Quoting: Provide accurate freight quotes to customers and internal departments ahead of shipping.
• Processing Despatches: Generate delivery notes, commercial invoices, EUR1s, labels, and export documentation as required.
• Post‑Despatch Checks: Verify consignments post‑despatch to ensure prompt collection and smooth transit.
• Shipping Enquiries: Respond to queries from customers, carriers, and colleagues regarding shipping issues or updates.
• Carrier Invoice Verification: Review and approve carrier invoices, investigating and resolving discrepancies.
• Customer Folder Management: Monitor and update all customer folders to ensure accurate and current information.
• Export Documentation Review: Check all export declarations and associated invoice paperwork for accuracy.
• DDP Documentation Checks: Review DDP paperwork, including Europa import and export invoices.
• Sales Order Management: Re‑date and communicate sales order changes as required, ensuring timely despatch of all document packs and carriage lines.
• Order Redating: Update and re‑date all outstanding orders from the previous day.
• External Liaison: Communicate effectively with customers and freight forwarders.

Company Overview

We are an award‑winning company and one of Europe’s leading designers and manufacturers within the engineering sector. We employ over 220 staff in the UK and overseas and are seeking a Despatch Administrator to join our UK Head Office based in Frimley, Surrey. As a Despatch Administrator, you will play a key part in the smooth running of our despatch operations.

Qualifications

The role would suit candidates who have previously worked in an industrial or manufacturing environment involving logistics and shipping in the UK and internationally. You must have strong customer service and administration skills using Microsoft Office and CRM systems to manage data and communicate effectively. It is essential you have previously dealt with shipping of items along with an awareness of Incoterms and international shipping procedures and a background in logistics, export operations, or industrial/manufacturing environments. You should be able to demonstrate the ability to prioritise effectively and time manage, have excellent communication and interpersonal skills to build strong relationships whilst managing a diverse customer base, and collaborate across teams internally and externally. We are looking for someone detail‑oriented that can maintain high accuracy by focusing on specific customer requirements and ensuring precise despatches, and a problem‑solver who is a logical thinker that can resolve challenges efficiently. Anyone who thrives in a fast‑paced environment whilst remaining composed under pressure would be an ideal candidate. It would be beneficial if you had a working knowledge of IOS 9000 standards and quality management systems alongside familiarity with CRM platforms and manufacturing control systems, however these are not essential.

Compensation and Benefits

Working Monday to Friday 8.30am – 5pm with a 2.30pm finish on Fridays, we offer a salary of up to £30k plus an annual bonus scheme. The full comprehensive benefits package includes free parking, enhanced pension, company profit share bonus, retail and gym discount, cycle‑to‑work scheme, health‑care cash plan, two volunteering days a year, financial wellbeing support and wellbeing activities, and 24 days holiday.