Imports Admin Clerk

About the Role

A varied administrative role that will involve learning all aspects of the daily operations to include booking freight, processing invoices, customs queries, responding to emails in a timely manner and general record keeping. You will be working in collaboration with our Procurement Team, Buyers and Freight Forwarders to help manage our ever-growing portfolio of suppliers, whilst continuously providing a high level of service. This will involve giving instructions for customs clearance, checking customs entries and on occasion may also require working directly with HMRC. There’s always something new to learn, it’s an interesting role that will pique your curiosity. You will come to know where we import our ethically sourced raw materials from around the globe, as we aim to deliver them safely and in good time for production. This can be fast paced as the wheels never stop turning, so the ability to prioritise your workload, be solution focused and work under pressure is necessary. No two days are the same and your tasks may change depending on the ever-changing, fast-moving needs of the business. It’s a role that is very much at the heart of the supply chain, so excellent communication all round is key.

About You

A dynamic team player, well organised, customer focused with excellent communication skills and one who is prepared to go the extra mile to really make a difference. You will have a great eye for detail, can prioritise your workload and handle change and uncertainty with ease and resilience. You have the confidence to be gently persistent when required to get the job done, with a supportive, flexible, proactive approach and positive can-do attitude. You are happy to work collaboratively with others as well as on an individual basis, using your own initiative as and when required within the scope of work. Freight knowledge is desirable but not essential as you are keen to learn and upskill with a willingness to invest in yourself and own your personal development and growth.

Regular Responsibilities

• Working in collaboration with our Buyers and Procurement Team to ensure all orders are captured on our import log for further actioning.
• Working in collaboration with our global suppliers, so that we have all the necessary information and correct documents to book collections in accordance with all customs regulations, ensuring we are compliant.
• Working in collaboration with nominated freight forwarders to ensure collections and deliveries are managed and planned in the most effective way, taking into consideration the service, cost, mode of freight and ethics.
• Maintain our systems on a regular basis and complete month end housekeeping procedures (e.g. ensuring all data on the import log is complete and up to date for all past shipments, chase FFW’s for customs entry documents where required, check all past due dates on the import log and take the appropriate action for them, file shipping documents in the appropriate place, ensure our supplier portfolio is kept up to date including any special instructions, and assist when necessary with monthly VAT queries from our VAT and accounts departments.
• Internal and external training to upskill, to include but not limited to commodity codes, incoterms and hazardous materials, as these will need to be distributed in accordance with IATA, ADR and IMDG guidelines.
• Checking the accuracy of information supplied to us on shipping documents and requesting amendments where necessary to ensure the customs process runs smoothly, guaranteeing we meet the required regulatory compliance and standards for our imports.
• Provide reports when requested for analysis.
• Provide support and assistance in a friendly and efficient manner to both internal and external suppliers, freight forwarders and colleagues.
• Comply with H&S regulations & be proactive with the wellbeing of yourself & your fellow team members.

Ideal Candidate Attributes

• Excellent organisational skills.
• Good computer skills with a strong working knowledge of Excel.
• Knowledge of our ERP system is desirable but not essential as training will be given.
• Knowledge of logistics is desirable but not essential as training will be given.
• Self-motivated with a caring, positive, can-do attitude.
• Good English – written and spoken.
• A great telephone manner and all-round communicator.
• Ability to remain focused on tasks and work well under pressure.
• Be confident in what you do but have a willingness to learn, listen and upskill.
• A keen eye with excellent attention to detail is essential.
• A flexible team player who can also work well independently, be self-motivated and manage own workload.
• A great work ethic with a passion for excellent customer service and getting the job done!

About [Employer hidden — sign up to reveal]

Since establishing in 1995 in Poole, Dorset, [Employer hidden — sign up to reveal] has been driven by innovation and its ethics. Creators of pioneering beauty products such as the fizzing bath bomb, shower jellies and solid shampoo bars, we place emphasis on fresh ingredients like organic fruits and vegetables, fight against animal testing and combat over-packaging by developing products that can be sold ‘naked’ to the customer without any packaging. We currently operate in 52 countries with 928 global shops. Through our separate business divisions we invent, manufacture and sell our handmade products direct to our customers through our own shops and online. The fact that we make all our products by hand is something we are really rather proud of! [Employer hidden — sign up to reveal] is 10% Employee Owned since 2017 and our people are the heart and soul of our business.

Diversity Matters

We are building a brand that represents the people of the world. It's what you do that counts, and we are always looking to expand perspectives and voices to shape our future. We see you, we celebrate you, we want you!