Logistics and Documentation Controller Location: Kongsberg Maritime - Propulsion & Handling, Gateshead

Kongsberg Maritime; Gateshead; Hybrid; GBP 28,000 - 38,000; Full time

Benefits offered by this job

Hybrid working arrangements

Pension contributions

Health and employee insurance

Job summary

Kongsberg Maritime is seeking a Logistics and Documentation Controller Coordinator on a 1-year fixed-term contract based in Gateshead. You will manage export documentation, LC processes, customs compliance and shipment coordination for major international projects.

You will work with internal teams, customers and freight forwarders to ensure accurate documentation, timely deliveries and compliant trade practices across borders.

Qualifications

• Experience in logistics, shipping or export administration.
• Knowledge of international shipping documentation.
• Experience with freight forwarders and logistics providers.
• Experience maintaining document control systems and records.
• Strong administrative and organisational skills.
• Proficient in Microsoft Office applications.
• Experience with export compliance and customs procedures.
• Knowledge of HMRC requirements and customs declarations.
• Experience working with Letters of Credit and international trade documentation.
• Experience supporting project-based manufacturing or engineering environments.

Responsibilities

• Coordinate domestic and international shipments to support project delivery requirements.
• Liaise with freight forwarders, carriers, suppliers and customers to ensure timely dispatch and delivery of goods.
• Monitor shipment progress and address delays or delivery issues.
• Support booking, tracking and administration of export shipments.
• Prepare, review and manage export documentation including packing lists, certificates of origin and shipping instructions.
• Maintain documentation records and audit trails.

Skills

Logistics experience

Shipping documentation

Freight forwarders

Document control

Administrative skills

MS Office

Export compliance

HMRC knowledge

LC & trade docs

ERP/MRP familiarity

Job description

We are seeking a highly organised and detail-oriented Logistics and Documentation Controller Coordinator to join our team on a 1-year fixed-term contract. This is an exciting opportunity to play a key role in the successful delivery of major international projects by providing dedicated support across logistics, export documentation, customs compliance, and project-related documentation activities.

Working closely with internal teams, customers and external stakeholders, you will ensure the timely preparation, coordination and control of critical shipping and project documentation. You will support compliance with customs and HMRC requirements, administer Letter of Credit (LC) processes, and help minimise risks that could impact project delivery schedules or customer payments. This role is ideally suited to someone with strong administrative, coordination and communication skills who enjoys working in a fast-paced international project environment.

What you will be doing

Logistics & Shipment Coordination

• Coordinate domestic and international shipments to support project delivery requirements.
• Liaise with freight forwarders, carriers, suppliers and customers to ensure timely dispatch and delivery of goods.
• Monitor shipment progress and proactively address delays or delivery issues.
• Support the booking, tracking and administration of export shipments.

Export Documentation

• Prepare, review and manage export documentation including:
• Packing Lists
• Certificates of Origin
• Shipping Instructions
• Export Declarations
• Bills of Lading and Air Waybills
• Ensure all documentation is accurate and complies with customer, contractual and country-specific requirements.
• Maintain comprehensive documentation records and audit trails.
• Support compliance with UK customs regulations, export controls and international trade requirements.
• Assist with HMRC enquiries, requests and audits.
• Maintain records required for customs and trade compliance purposes.
• Work closely with logistics providers and customs brokers to resolve customs clearance issues.
• Support adherence to company policies and procedures relating to international trade.

Letter of Credit Administration

• Review customer Letter of Credit (LC) requirements and documentation obligations.
• Compile and prepare shipping and commercial documentation for LC presentation.
• Liaise with banks and internal finance teams to ensure documentation requirements are met.
• Identify and resolve documentation discrepancies before submission.
• Support timely document presentation to facilitate customer payments and cash collection.

Documentation Control & Stakeholder Management

• Maintain project documentation registers and records.
• Ensure logistics and shipment documentation is retained in accordance with company procedures.
• Support document issuance, revision control and traceability requirements.
• Ensure documentation is readily available for internal and external audits.
• Work collaboratively with Supply Chain, Project Management, Finance, Operations, Suppliers, Freight Forwarders, Customs Agents, Banks and Customers to ensure documentation is accurate, complete and issued on time.

Key Accountabilities

• Accurate and timely preparation of export documentation.
• Effective management of Letter of Credit documentation requirements.
• Compliance with customs, trade and HMRC regulations.
• Maintenance of complete, auditable project documentation records.
• Reduction of shipment delays caused by documentation issues.
• Support of timely customer payment through accurate document presentation.

We think you should have

• Experience within logistics, shipping, export administration, or documentation control.
• Knowledge of international shipping documentation.
• Experience working with freight forwarders and logistics providers.
• Experience maintaining document control systems and records.
• Strong administrative and organisational skills.
• Proficient in Microsoft Office applications.
• Experience with export compliance and customs procedures.
• Knowledge of HMRC requirements and customs declarations.
• Experience working with Letters of Credit and international trade documentation.
• Experience supporting project-based manufacturing or engineering environments.
• Familiarity with ERP/MRP systems and document management systems.

This employment requires a pre-employment check procedure in accordance with company security standards, role or site requirements. Please note that this might affect the offer process or employment.

You are able to

• understand the organization's informal rules and structures and utilize political processes effectively to get things done
• communicate in a clear, precise and structured way
• co-operate well with others, share knowledge, experience, information and support others in the pursuit of team goals
• Be part of a diverse team spread across several countries, embracing collaboration and cultural diversity.
• We offer competitive pay based on objective criteria to ensure fairness and internal equity along with pension contributions, health- and employee insurance.
• We offer hybrid working arrangements.

Where you will be working

Gateshead, NE11

Kongsberg Maritime is a global leader in maritime technology. We deliver advanced solutions to the merchant fleet, offshore, fishing, and naval vessels, setting new standards for safe, efficient, and sustainable operations - both for new builds and existing fleets. In close collaboration with customers and research environments, we develop technology that solves real challenges at sea. Today, more than 30,000 vessels operate with our systems on board. Kongsberg Maritime has more than 8,300 employees in 35 countries.

Our Propulsion and Handling division delivers world class products for propulsion, handling systems and waterjet for all marine industry sectors including merchant, offshore and naval. Our products enhance operational efficiency and deliver safe, secure, reliable and sustainable products to our valued customers.