Export Administrator

Ref: 92

Role: Export Administrator

Salary: £28,500

Location: Sheffield

Hours: 08.30 – 17:00 (Monday to Thursday), 08.30 – 16:00 (Friday)

Working Pattern: Monday – Friday

Benefits:

• 20 days + bank holidays – increasing by 1 per year up to 5 extra days
• Company Pension
• On site parking
• Death in service
• Sick Pay

The role:

The Export Administrator is responsible for coordinating and managing export documentation and shipping activities to ensure the compliant, timely and efficient movement of goods to customers worldwide. This role focuses on preparing and controlling export paperwork, liaising with freight partners, ensuring customs compliance, monitoring shipments, and maintaining accurate export records. The Export Administrator will also provide support with order processing and other administrative tasks as required to ensure smooth operational flow, and work in collaboration with the rest of the Customer Services Team to provide ‘best in class’ customer service.

Accountabilities and Responsibilities:

• Prepare, check and issue all export documents including commercial invoices, packing lists, certificates of origin, EUR1 documents, and any additional customs or regulatory paperwork.
• Ensure all documents meet requirements relating to incoterms, commodity codes, export licences and country-specific regulations.
• Maintain awareness of export legislation and documentation standards, ensuring ongoing compliance.
• Organise, book and confirm freight with approved forwarders and couriers.
• Verify weights, dimensions, packaging and labelling, ensuring shipments meet logistical and regulatory requirements.
• Liaise closely with internal warehouse and dispatch teams to ensure timely shipment of goods.
• Track outbound shipments and proactively manage any exceptions or delays.
• Provide customers with shipment documentation packs, dispatch confirmations and status updates.
• Serve as a key point of contact for freight partners, customs brokers and internal departments on export-related matters.
• Direct specialist enquiries to appropriate internal functions when required.
• Maintain accurate digital records of all export, customs and shipping documentation for audit and compliance purposes.
• Ensure customer export profiles, compliance checks and shipping instructions remain up to date.
• Interpret export and logistics reports, identifying and actioning issues.
• Support colleagues with export-related knowledge and administrative expertise.
• Contribute to improvements in export processes, documentation and logistics efficiency.
• Provide general administrative support including order processing, filing, emailing, printing and document control.
• Provide ‘best in class’ customer service during every touchpoint that both delights customers and exceeds their expectations.
• Handle incoming telephone and email enquiries and respond to requests for information.
• Quickly identify situations that require specialist information and re-direct customers accordingly.
• Embrace the business’s complaints process by proactively managing customer complaints and taking appropriate action to resolve issues.
• Ensure effective and positive relationship management within the Customer Services team, with other departments within the business, as well as with partner organisations and external service providers.
• Adhere to existing working practices, methods, procedures, undertake relevant training and development activities and to respond positively to new and alternative systems.
• Maintain confidentiality and observe data protection and associated guidelines where appropriate.

The successful candidate:

• Experience working in export administration, international shipping or logistics coordination.
• Knowledge of incoterms, export documentation requirements and customs processes.
• Excellent written and verbal communication skills.
• Exceptional accuracy, attention to detail and organisational capability.
• Strong problem-solving skills and ability to manage multiple ongoing shipments.
• Strong IT skills including Microsoft Office; CRM/ERP experience beneficial.
• Ability to work both independently and collaboratively within a team.
• Ability to manage high volumes of work efficiently and at pace.
• The ITOPS qualification would be an advantage.