Shipping Coordinator

Location: Inverurie

Duration: 24 Months

Work Schedule: Flexible start and finish times. Preferably 5 days in the office, but flexible at Hiring Manager’s discretion.

About the Role

With safety, quality, efficiency, and customer service as key priorities, the Shipping Coordinator within the ISE division plays a critical role in the success of our business. Using your knowledge of import and export freight, you will ensure the safe and timely shipment of products and materials. You will collaborate closely with key stakeholders to obtain freight estimates and execute shipment plans, maintaining control of costs while fulfilling schedule, customer, and compliance requirements. You will be the main point of contact for clients regarding shipment coordination, including order management, tracking requests, and returns. Your work will ensure all required documentation is accurate and complete, allowing for the uninterrupted and efficient delivery of goods, leading to high levels of client satisfaction.

Key Duties & Responsibilities

• Organise the shipment of import and export orders, including:

• Obtaining quotes from freight agents
• Preparing relevant documentation
• Liaising with other departments to gather required information
• Communicate with customers and arrange collections in line with FCA Incoterms
• Prepare accurate documentation such as commercial invoices and shipping orders, compliant with destination country regulations
• Ensure all goods movements (imports & exports) comply with HMRC and NOV policies
• Follow International Trade Compliance procedures and regulations precisely
• Work with the NOV Brokerage Team to ensure appropriate customs regimes are applied for import shipments, ensuring full compliance and accuracy
• Coordinate with Sales, Production, Procurement, and Warehouse teams to manage transportation and ensure timely order fulfilment
• Identify and address shipping delays or quality control issues (e.g. damage or packaging problems)
• Maintain up-to-date shipping registers, and ensure proper filing and archiving of documentation
• Update production schedules and keep production managers informed about deliveries and collections
• Support with the preparation of both internal and external audits/inspections
• Perform other duties as reasonably required by the line manager

Skills & Experience Required

• Strategic

• Quickly learns new contexts and integrates new skills effectively
• Proposes practical and effective solutions
• Works within and helps improve business processes to meet current and future needs

• Quickly identifies key information and responds appropriately
• Manages time efficiently and effectively completes tasks

• Professional in both written and verbal communication
• Builds good rapport and communicates across all levels of the organisation
• Ambitious and eager to grow within the company

• Strong internal and external customer focus
• Collaborative team player who works well with others to solve problems
• Actively works on self-development to progress in their career
• Consistently demonstrates ethical behaviour and expects the same of others

Qualifications

• Essential: HND in a relevant business subject or equivalent
• Desirable: CILT-related qualification, IATA/IMDG/ADR Dangerous Goods certification

Experience

• Essential: Strong working knowledge of logistics, import/export procedures, including customs regulations and Incoterms 2020
• Experience in international sea, air, and road transport operations, with understanding of documentation such as:

• Commercial Invoices & Packing Lists (CIPL)
• Bill of Lading (BOL)
• Air Waybill (AWB)
• Consignment Note (CMR)
• Movement Reference Number (MRN)

Skills, Training or Special Knowledge

• Essential: Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Comfortable with digital document management and communication tools