As Customer Service Administrator, you are responsible for coordinating and managing export logistics across four UK sites, ensuring timely and compliant shipment of malt products to international customers. Acts as the central liaison between production sites, shipping lines, freight forwarders, and customers to maintain operational efficiency and customer satisfaction.
Key Responsibilities:
- Export Coordination:
Oversee export operations from our sites. Confirm product availability and coordinate container loading schedules with site teams.
- Shipping & Freight Management:
Book shipments with designated shipping lines or forwarders (FOB/CFR), ensuring compliance with customer requirements, container specifications, and food-grade standards. Obtain haulage quotes for non-standard routes.
- Documentation & Compliance:
Prepare and issue Pro Forma invoices, sales orders, and purchase orders (e.g., bagging, haulage, sea freight) in JDE. Submit VGM, shipping instructions, and customs entries post-loading. Apply for Phytosanitary Certificates and Certificates of Origin as required.
- Customer Communication & Support:
Maintain proactive communication with customers, providing timely updates, responding to inquiries, and ensuring all documentation (invoices, packing lists, certificates) is accurate and delivered on time. Upload documents to customer platforms (e.g., Teams, SAP).
- Intercompany Transactions:
Manage Ex Works intercompany orders, primarily from Jewers. Coordinate haulage, adjust pricing in JDE, and ensure alignment with intercompany pricing structures.
- Reporting & Tracking:
Maintain and update export trackers, loading schedules, and internal systems. Reschedule shipments in case of delays and communicate changes to customers and internal stakeholders.
- Cross-Functional Collaboration:
Participate in regular meetings (e.g., Craft Conference Call, Export Catch-Up, Debtors Meeting). Liaise with finance for invoice adjustments, credit notes, and supplier POs. Support supplier meetings and training initiatives.
- Additional Duties:
Send malt samples to customers, assist with customer complaints, and ensure all export processes meet internal and external quality standards.
We offer an attractive salary and benefits package and as part of a global organization can offer career opportunities internationally. As Masters of Malt we want to be a great employer, focusing on flexibility, inclusion, collaboration and health and wellbeing. We live our values, putting people at the heart of what we do.
“Strive” - our ambition is to be the best maltster that's why every day we commit to challenge ourselves to achieve the highest level.
“Care” - our strength is magnificent when we care for our earth, our colleagues and our business partners. We encourage trust, respect and treat each other with respect. We believe that Diversity makes us stronger.
“Inspire” - We adopt a long-term orientation delivering sustainable performance through innovation and digitization, becoming praised Masters of Malt.
“Explore” – thinking out of the box and embracing pioneer ideas to become a source of motivation, we like challenging the status quo to develop full potential.