Job Description

Shipping Administrator

Who we are:

Visual Comfort Europe is the premium resource for signature designer lighting. We manufacture and distribute lighting with some of the most influential names in design to the world's best interior designers.

We have seen extraordinary growth and are heavily investing in our future. It's an exciting time to join our team where no two days are the same.

If this seems daunting, you'd be right! But we're after those who relish a challenge and who want to give the best to receive the best.

We are currently seeking a dedicated and motivated Shipping Administrator to join our expanding Shipping Team. Reporting directly to the Shipping and Transport Manager, you will work closely with the shipping team to ensure all daily operational tasks and KPIs are consistently met.

The ideal candidate will be highly driven and eager to develop within a growing organisation. Flexibility is essential, as the role requires the ability to work to tight deadlines and adapt to changing priorities in a fast-paced environment.

This is a fully on-site position, based at our facility, and previous experience in a similar role is highly desirable.

Working Hours: Monday to Friday, 9:00 AM - 5:30 PM

Responsibilities

Carrier Liaison & Delivery Oversight

Liaise with all active carriers to arrange shipments, manage delivery changes, address delays, and process return shipments.

Obtain and record Proof of Delivery (POD) for all shipments.

Monitor and log failed or delayed deliveries for performance tracking.

Provide shipping quotes for loose and palletised consignments across multiple courier services.

Ship orders (loose and palletised) via all approved couriers, ensuring correct labelling and documentation.

Documentation & Compliance

Prepare documentation for EU and international shipments, including Delivery Notes, Packing Lists, Commercial Invoices, and Export Declarations.

Ensure all documentation complies with customs, export control, and international trade regulations.

Maintain up-to-date knowledge of import/export documentation standards, tariff codes (HS codes), and Incoterms to support accurate and compliant shipping.

Record and archive key import and export documents such as MRNs (Movement Reference Numbers), SADs (Single Administrative Documents), and other relevant customs records for audit and compliance purposes.

Liaise with freight forwarders, customs brokers, and internal departments to ensure smooth clearance and regulatory compliance across all shipments.

Company Van Operations

Plan and route daily van deliveries and collections using the company van portal.

Book van collections and delivery slots with customers' warehouses.

Inbound & Returns Handling

Receive and log incoming air shipments and inbound containers, including spare and replacement parts.

Notify the warehouse team and ensure accurate ERP system entries for all inbound goods.

Physically move and stage incoming shipments for processing.

Documentation & Compliance

Create and verify documents for EU and international shipments, including customs and export paperwork.

Maintain knowledge of international shipping regulations and documentation standards.

Warehouse Coordination

Assist with palletising, packing, and labelling orders to meet dispatch requirements.

Verify addresses and ensure labelling accuracy before shipments leave the facility.

Support general warehouse tasks and collaborate with warehouse colleagues to meet operational goals.

Communication & Administration

Professionally handle incoming calls and emails related to shipping and delivery.

Liaise with all internal departments to ensure smooth shipment planning and issue resolution.

Maintain accurate daily records, including signed manifests and courier logs.

Performance & Targets

Prioritise workload effectively to meet daily and weekly shipping targets set by management.

Contribute to continuous improvement initiatives to enhance shipping efficiency and accuracy.

Requirements

Excellent numeracy and literacy skills

Attention to detail

Team player

Communication skills

Excellent IT skills - Microsoft Excel

Professional telephone manner

Ability to prioritise workload

Experience in a similar role shipping globally (not essential)

Experience dealing with courier companies (not essential)

Desire to be part of the growing success of the business

Benefits:

Employee discount On-site parking Enhanced company pension EAP scheme 25 days holiday + bank holidays (increasing with service) Free fruit, snacks, coffee, and tea
After probationary period:

BUPA Private healthcare Bonus scheme Birthday Leave Paid Personal Leave Days Paid Sick Leave
Note to Recruiters and Placement Agencies

We have this role covered at the moment; there is no need to get in touch. We do not accept unsolicited calls or CVs and we are not responsible for any related fees. Any unsolicited CVs received will be considered property of Visual Comfort and will be processed accordingly. Thanks for your understanding!

Job Types: Full-time, Permanent

Pay: 26,500.00 per year

Application question(s):

Do you require visa sponsorship to legally work within the United Kingdom?
Experience:

Logistics: 1 year (preferred) Microsoft Excel: 1 year (preferred)
Work Location: In person