Order Management & Shipping Coordinator

Smart Search Technical Ltd; Hempstalls; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading industrial manufacturer in Stoke-On-Trent is seeking an Order Management & Shipping Coordinator to oversee customer orders and international shipments. This role involves managing the entire order process, ensuring compliance with trade regulations, and providing excellent customer service. Ideal candidates will have experience in logistics, strong organizational skills, and knowledge of international trade documentation. Competitive salary and benefits are offered for this permanent position.

Benefits

Stable permanent role

Exposure to global logistics

Collaborative team environment

Competitive salary and benefits package

Responsibilities

• Manage the full order lifecycle from order receipt to fulfilment.
• Provide accurate order status updates to internal stakeholders.
• Coordinate domestic and international shipments based on customer requirements.

Skills

Previous experience in order management, shipping, logistics, or import/export coordination

Strong knowledge of international trade documentation, incoterms, and commodity codes

Experience working with letters of credit, bank guarantees, and international payment terms

Confident user of ERP systems and Microsoft Office (Excel, Word, Outlook)

Strong organisational skills

Excellent communication and customer service skills

Proactive, problem-solving mindset

Attention to detail

Comfortable working in a fast-paced manufacturing or industrial environment

Job description

Order Management & Shipping Coordinator

Location: Stoke-On-Trent, Staffordshire

Sector: Industrial Filtration / Manufacturing

Employment Type: Permanent, Full Time

The Company

An established UK-based manufacturer specialising in industrial filtration solutions, supplying customers globally across a range of industrial sectors. Operating from Stoke-On-Trent, the business forms part of a wider international group and is known for quality products, technical expertise, and customer-focused service.

The Role

We are recruiting for an Order Management & Shipping Coordinator to support the commercial and logistics function. This role is responsible for managing customer orders from receipt through to delivery, ensuring accurate processing, compliant documentation, and timely global shipment of goods. You will act as a key point of contact between customers, internal teams, manufacturing sites, suppliers, and freight forwarders.

This is a varied role combining sales administration, international shipping coordination, and customer service.

Key Responsibilities

Order Management

• Manage the full order lifecycle, from order receipt and verification through to fulfilment and shipment
• Enter and process customer orders in line with internal procedures
• Identify and resolve order issues prior to commitment, liaising with sales teams and customers as required
• Raise purchase orders with internal factories and international suppliers
• Monitor delivery performance and expedite orders to meet agreed lead times
• Provide accurate order status updates to internal stakeholders and customers

Customer & Internal Communication

• Act as a primary contact for order and shipment enquiries
• Deliver a high level of customer service through clear, proactive communication
• Coordinate closely with sales, supply chain, and logistics teams

Shipping & Logistics Coordination

• Coordinate domestic and international shipments in line with customer delivery requirements
• Prepare and manage all shipping documentation including commercial invoices, packing lists, customs paperwork, certificates of origin, bills of lading, and letters of credit
• Liaise with freight forwarders to obtain quotes, arrange collections, and manage bookings
• Negotiate freight costs where appropriate and support the sales team with freight estimates at quotation stage
• Ensure shipments comply with international trade regulations and incoterms

Systems & Continuous Improvement

• Process shipping and order transactions within ERP and internal systems
• Maintain accurate records and documentation
• Support continuous improvement initiatives within order processing and logistics
• Assist with reporting on on-time delivery performance

Skills & Experience Required

• Previous experience in order management, shipping, logistics, or import/export coordination
• Strong knowledge of international trade documentation, incoterms, and commodity codes
• Experience working with letters of credit, bank guarantees, and international payment terms
• Confident user of ERP systems and Microsoft Office (Excel, Word, Outlook)
• Strong organisational skills with the ability to manage multiple priorities
• Excellent communication and customer service skills
• Proactive, problem-solving mindset with attention to detail
• Comfortable working in a fast-paced manufacturing or industrial environment

What's on Offer

• A stable, permanent role within a well-established industrial manufacturer
• Exposure to global logistics and international trade
• Collaborative team environment with opportunities for process improvement
• Competitive salary and benefits package (details available on application)