Import/Export Coordinator

We are currently looking for an experienced Import/Export Coordinator to help with our continued growth. As an integral part of the team, you will be responsible for managing all export documentation and logistics shipments to NAN, APAC & EU. Your duties will include issuing Letter of Credits templates for Exports L/Cs, aligning them with customer contracts and shipping business targets. Accurately inputting data into our Company ERP systems, reviewing post-export clearance documentation to ensure compliance, and maintaining good record-keeping practices. Additionally, you will review customer contracts and purchase orders to ensure compatibility with delivery terms and shipping requirements.

Key Responsibilities:

• Prepare and manage all the necessary export documentation required for carrying out overseas deliveries for Spare Parts using E1 ERP system, ensuring all line items have HS codes and the Country of origin.
• Verify that all export control parts have an Export Licence or escalate any issues to the Export Control Manager before shipping.
• Book consignments and issue an accurate AWB document for chargeable spares orders, upgrades, warranty parts and miscellaneous non-order entries shipments, clearly identifying the reason for export and commercial parties: Seller/Exporter, Consignee, End User, and Importer of record as applicable.
• Create manual accurate export documentation: Customs Invoices and Packing List for Systems and Upgrades, and non-orders entries (e.g. FOC).
• Organise and managed the transport by air and road according to OI PT contractual obligations.
• Arrange domestic deliveries for Spare Parts, Upgrade, Systems, and non-entry orders issuing suitable Delivery Notes.
• Review Domestic and International Purchase Orders/Customer Contracts ensuring delivery terms, port of loading & unloading and any other shipping requirements are met.
• Ensure additional Spare Parts sold to the customer and services are clearly identify on Customer PO/Contracts or escalate any issue to the commercial teams when applicable.
• Maintain SID shipping information up to date to ensure company users are always informed.
• Apply for a Certificate of Origin on the Ecert website Chamber of Commerce for goods manufactured in the UK only.
• Assist with Certificate of Quality issuance or any other internal documentation ensuring that these documents are signed by Quality Director or Management approved leaders.
• Monitor all Freight Forwarders shipments and resolve issues when possible or report any failures/escalations to the Line Manager.
• Ensure down systems orders are booked and shipped immediately or take all necessary action to enable a prompt shipment.
• Request and review Export Declarations (SAD) ensuring that the export commodities meet the UK HMRC customs standards and compliance.
• Request SAD amendments as necessary and required to NCH/ HMRC team directly or indirectly through OI PT Freight Forwarders.
• Populate Shipping Logistics OneDrive daily reports for Spare Parts, Systems, Upgrades, and Late Lines.
• Invoice off VAT invoices as per Finance request updating the OneDrive shared file.

Education / Qualifications:

• Relevant qualifications in Exports (preference to Degree standard but not essential)
• Demonstrable experience in UK export documentation and shipping domestically and internationally is essential.
• Export Letters of Credit knowledge (especially to China), desirable.
• Advanced Microsoft Excel level and software packages (MS Office, ERP systems and Web based applications, etc.)
• Incoterms 2022 knowledge is essential.

Professional Skills/ Abilities:

• Ability to focus on all export and shipping areas, highly organise with excellent attention to the detail.
• Flexible, supportive and proactive a forward-thinking and hands-on approach
• Structured approach to Problem solving.
• Friendly and professional a customer-focused approach to delivering excellent service.
• Experience interfacing with internal and external stakeholders with strong verbal and written communications skills
• Experience in dealing with export controls goods (ITAR, /EAR, etc)

Benefits:

Oxford Instruments provides more than just a competitive starting salary. You can also benefit from structured career development opportunities, a healthy work-life balance, private healthcare, a share incentive plan, 25 days of annual leave, half-days on Fridays, a defined contribution Group Personal Pension Plan, and a flexible benefits package that you can customize based on your needs.

At Oxford Instruments, we enable the world’s leading industrial companies and scientific research communities to image, analyse and manipulate materials down to the atomic and molecular level. At Plasma Technology, we provide tools for the engineering of micro- and nano-structures, with customers using our process solutions to research and produce materials and semiconductors vital for everything from medical devices and diagnostics, to electric cars and quantum computers.

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All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or disability. We encourage applications from people of all backgrounds and would ask you to get in touch if you are concerned about any barriers you feel you may be facing in your application process with us.

Note to recruitment agencies: Oxford Instruments operates a Preferred Supplier List, and we do not accept unsolicited agency CVs. Please do not forward candidate details in response to this advert, or to any Oxford Instruments employees or other company locations. Oxford Instruments is not responsible for any fees related to unsolicited CVs.