Import and Export Coordinator Employment Contract UK

Responsibilities reflected in the contract

• Coordinate international shipment bookings.
• Prepare and check commercial transport documents.
• Liaise with carriers brokers suppliers and customers.
• Track customs status delivery and exceptions.
• Record costs claims and shipment completion.

A realistic working scenario

Based at depot, route, warehouse or customer delivery locations. You use vehicles, telematics and route systems to sequence loads, prepare export paperwork, check incoming manifests, complete handovers to drivers, update customers and escalate delays or safety incidents to the transport or depot manager.

Outputs to agree

• Completed export/import paperwork and electronic manifests matched to consignments and telematics IDs.
• Daily handover notes for drivers and warehouse teams with load details, special instructions and checks completed.
• Service-request escalations logged with timestamped evidence and actions for the transport or depot manager.
• Updated route and delivery status in route systems to reflect delivery attempts, exceptions and customer communications.

Records and evidence

• Vehicle check records linked to each consignment and telematics vehicle ID.
• Dispatch and delivery manifests showing customer address, item details and signatures or POD.
• Risk assessment and incident reports for any safety or safeguarding events.
• Work allocation, rota or resource-planning records for import/export tasks.
• Management plan, KPI and review records relating to service levels and performance.
• Approval, budget or escalation records where decision thresholds require transport or depot manager sign-off.

Reporting relationship

Typically reports to Line Manager or Department Manager. Confirm the employer's actual reporting structure in the builder.

Authority and escalation

• You coordinate and record import/export workflows, complete and submit paperwork, update route systems and escalate delays, safety incidents and safeguarding disclosures to the transport or depot manager. You do not approve budget changes, change staffing rotas without transport or depot manager agreement, or override documented consignment records.
• Obtain approval before committing expenditure, changing contractual commitments or making regulated or staffing decisions outside the assigned role.

Tools and systems

• Vehicles.
• Route systems.
• Vehicle.
• Vehicle check records.
• Risk assessment records.

Workplace context

• Depot, route, warehouse or customer delivery locations.

Training and certification

• Complete employer-required health and safety training.

Contract priorities

• Maintain accurate workflow and document control for each consignment and telematics record.
• Escalate safety incidents, safeguarding disclosures, delivery delays and missing consignments to the transport or depot manager promptly.
• Complete vehicle check records and confirm checks are logged before consignments depart.
• Issue clear handover notes for drivers and warehouse staff with required checks and customer instructions.
• Use route systems and telematics for status updates only for authorised import/export work.
• Protect customer, delivery and incident records and report any suspected unauthorised disclosure promptly.

Information the employer should prepare

• the countries products and transport modes
• the agreed delivery terms and shipment authority
• the customs broker and document responsibilities
• the controlled-goods and licence interfaces
• the carrier cost and escalation limits