Despatch Administrator – Fixed Term Contract(UK Visa Sponsorship)
Job Description
About the Role
This position plays a key role in ensuring that all goods are exported from the UK in full compliance with HMRC and international trade regulations. You’ll manage the end-to-end shipping process—from order preparation through to dispatch—while maintaining accurate documentation and supporting operational efficiency across the business.
Working within a structured and compliant environment, you’ll handle both domestic and international shipments, including customer deliveries, supplier returns, repairs, and specialist export-controlled items.
What You’ll Be Doing
Shipping & Export Documentation
- Prepare and process shipping documentation for UK and international deliveries
Generate commercial invoices and export paperwork
Create Shipper’s Letters of Instruction (SLI)
Coordinate shipment confirmations and maintain accurate export logs
Arrange collections with couriers and freight forwarders
Provide shipment details including weight, dimensions, and routing
Customs & Compliance
- Ensure all exports meet HMRC regulations and international trade requirements
Manage export licences, end-user undertakings (EUUs), and re-export procedures
Apply correct Customs Procedure Codes (CPCs)
Support compliance for military and controlled goods exports
Follow aviation and security regulations where applicable
Systems & Reporting
- Accurately update internal business systems (e.g. Oracle R12)
Maintain shipping reports, export logs, and dispatch records
Complete specialist systems such as:
TMS (Exostar) for Lockheed Martin shipments
OMB processes for Boeing
DHL “Clear It” for customs clearance
Inventory & Operational Support
- Assist with stock control and maintain inventory accuracy
Support Goods-In, Stores, and Packing teams when required
Investigate and resolve delivery or shipment discrepancies
Process returns, corrections, and RTV (Return to Vendor) shipments
Quality & Documentation Control
- Ensure all documentation meets audit and quality standards
File records both onsite and offsite (e.g. Iron Mountain storage)
Support quality release processes (subject to training and approval)
AOG (Aircraft on Ground) Support
Respond quickly to urgent AOG requests
Participate in out-of-hours rota (after training period)
Prioritise critical shipments through daily coordination meetings
What We’re Looking For
Essential Skills
- Strong understanding of shipping and export documentation
Good IT skills and experience with computerised systems
High attention to detail and accuracy in data entry
Ability to work in a regulated, compliance-driven environment
Desirable Experience
- Previous warehouse or packing experience
Background in manufacturing (aerospace preferred)
Familiarity with export systems and logistics processes
Forklift licence (valid and current)
Knowledge of Known Consignor requirements
Experience using Oracle R12
Working Environment
We support flexible working wherever possible and encourage a healthy work-life balance.
Benefits Package
You’ll have access to a flexible benefits scheme that allows you to tailor rewards to suit your needs, including:
- Non-contributory pension
Life assurance
Income protection
Private healthcare
26 days annual leave (with buy/sell options)
Security & Eligibility
This role requires Baseline Personnel Security Standard (BPSS) clearance.
Applicants must meet UK right-to-work requirements
Additional Information
- Contract: Fixed-term (18 months)
Relocation support: Not provided
