Published date:

Export and Import Administrator

Location: Helsby
Salary: Competitive - Based on experience
Job Type: 40 hours per week - Permanent/Full Time
Responsible to: Expeditor and Logistics Manager

Heat Trace is part of the Global NIBE Group, part of NIBE Element (the world's largest element manufacturer) and represents NIBE in the UK as one of over 60 Group companies that are based all over the world. NIBE is a global group that develops and manufactures intelligent, energy-efficient indoor comfort solutions for all types of properties. This allows our clients to reduce their energy consumption and their impact on the environment. NIBE Element manufactures components and solutions for intelligent heating and control for industry and infrastructure.

Heat Trace is a manufacturing and engineering company with our headquarters and main manufacturing unit in Helsby Cheshire, we also have two manufacturing facilities at Bredbury, Stockport. The prime activity of the business is the manufacture of highly technical heating cables for use predominantly in the oil and gas and advanced processing industries.

About the role:

The Export & Import Administrator will be is responsible for organising the transport of the company's products within the UK and Worldwide. Acting as the liaison with all parties to ensure a smooth and complete transaction. The Export & Import Administrator will produce accurate shipping documentation; oversee all aspects of the shipments, from assisting customers/suppliers with bookings, arrival at destination and documentation. Gain knowledge and expertise with each customer's requirements to ensure a high standard of customer service is delivered.

The candidate will report directly to the Expeditor & Logistics Manager. Located at our Helsby site, the administrator will also share the responsibilities for the switchboard and reception duties. Other general office duties will be included within this role.


  • Manage the export/import process from start to finish.
  • Preparation of shipping documentation in line with the appropriate HM Revenue and Customs regulations, internal procedures and terms and conditions of contract/purchase order.
  • Provide transport companies with the relevant information to ensure customer delivery requirements are met.
  • Obtain quotes from couriers/freight forwarders for movement of freight in the UK and worldwide.
  • Develop and maintain good working relationships with customers.
  • Liaise with customers to obtain information to ensure correct measures are in place and all customer needs are met.
  • Ensure customers are fully informed of the progress of their shipments.
  • Liaise between Suppliers, Forwarders and Agencies to obtain up to date shipment information.
  • Work closely with internal departments such as Production and Customer Service to fulfil customer orders/shipments.
  • General office administration - answering phones, sorting post, photocopying, reception duties.
  • Maintain a weekly sales order report and issue to the management team on a weekly basis.
  • Maintain a monthly report which reflects both sales and costs.


Previous experience with export and import within a supply chain or logistics environment. The candidate will be highly customer focused, drive to provide outstanding customer service. Will be able to manage time well and prioritise work patterns, with a high attention to detail.

Essential skills:

  • Good understanding of export/import processes, shipping documentation and knowledge of Incoterms 2020.
  • Ability to work under pressure, self-manage and prioritise a workload.
  • Dynamic and self-motivated with strong interpersonal and relationship skills.
  • Proven ability to use own initiative to get tasks completed to project deadlines.
  • A team player with enthusiasm for your work and dedicated to high standards of quality of your workmanship at all times.
  • Good level of MS Outlook and Microsoft applications (Word, Excel) Word and Excel
  • Excellent communication skills both written and spoken.
  • Ability to react and adjust quickly to changing conditions within a fast-paced environment.
  • Customer focused
  • Attention to detail

Candidates with the experience or relevant job titles of; Logistics Analyst, Distribution, Import Coordinator, Logistics Coordinator, Shipment coordinator, Warehouse Coordinator, Export, Transport Coordinator, Supply Chain Manager, Logistics Supervisor, Warehouse Operations, Shipment Supervisor, Transport Supervisor, Stock Control coordinator, Supply Chain Coordinator, Stock Control Supervisor, SAP, Supply Chain Coordinator, Supply Chain Analyst, Transport Manager, Transport Analyst will also be considered for this role.

Company Benefits:

  • Cash Health Plan
  • Free on-site parking
  • 20 days holiday plus Bank Holidays, rising with length of service
  • Company events
  • Company pension scheme
  • 5 day company sick pay scheme



In the first instance, please send a covering letter and CV to Nicola Fletcher at [email protected]
Alternatively, please use the postal address below:

Nicola Fletcher
Heat Trace Ltd
Mere's Edge
Chester Road