Contracts & Export Coordinator

Description

• As part of a team, provide professional service to all internal and external customers, handling the processing and management of Sales Contracts to ensure the day-to-day organization and co-ordination and the undertaking of the company's contracted sales workload is conducted efficiently, accurately and in line with Company Procedures whilst maintaining company integrated compliance systems and Compliance to external regulations.
• The Role will ensure department and Business compliance with Export Control requirements at all times.

Responsibilities

The responsibilities of this position include but are not limited to:

• Review and enter compliant contracts and orders into Company MRP System
• Generate required compliant Shipping documentation, coordinate and manage shipments to generate, authorise and submit compliant customer invoices in a timely manner. Provide assistance to the Finance Team in obtaining payments where required.
• Send internal order confirmation to internal stakeholders to confirm commencement of work where required
• Ensure the timely sending of order confirmation to customers and obtaining all required export control documentation in a timely manner where required
• Carry out the UK MoD processes, shipments and payment claims, including maintaining payment records, producing 650 forms and monitoring deliveries to ensure swift payment
• Maintain the internal compliance systems with the Contracts & Export Team to ensure full compliance with UK Government Export Procedures, HMRC Import Procedures and the Quality Management System.
• Maintain Sales Order and Output records to assist in Company target projection
• Maintain Departmental Procedures to ensure best practice, continuous improvements and procedural waste is reduced.
• Ensure Contract Files are kept fully up to date and that the proper departmental records are maintained
• Assist with effective functioning of the administrative and commercial activities within the

Contracts & Export Department

• Assist in the maintenance of fully auditable records to ensure compliance with UK BIS regulations including updating and maintaining the Import and Export records/registers and facilitating internal audits.
• Conveying expected delivery schedules to customers as required, working closely with other departments to ensure expectations are communicated and met.
• Nurture the good working relationships with selected Freight Forwarders with the view of minimizing transport costs.
• Assist in the management of priorities in the department's daily workload to achieve maximum productivity and targets.
• Maintain an up to date knowledge of the latest UK Export Control, International Trade and Hazardous Goods Compliance Regulations and apply the knowledge accordingly.
• Undertake and complete Export Letters of Credit shipments, as required.
• Assist the BD and Commercial Teams on an Ad-Hoc basis with the reviewing customer specific Terms & Conditions to identify any risks to the business and propose suggested options for mitigating the risks to be used in negotiations.
• Assist in the production of the weekly/monthly management reports when required
• Responsible for multi-customer dealings and multi-tasking in a high volume fast paced
• Have the ability to cover all department tasks during staff absences.
• Ensure all activities carried out are compliant with company procedures and external

Personal attributes:

• The ability to work well in a driven team and thrive under pressure from strict deadlines.
• Exceptional attention to detail
• Self-driven, strong interpersonal, problem solving and analytical skills
• Clear, concise written and verbal communication skills
• Good time management, organization, prioritisation and planning skills
• Enthusiastic, flexible, adaptable and consistent with a strong team work attitude
• Ability to conduct themselves in a friendly professional manner at all levels, whilst maintaining and customer service focus.

Knowledge / experience:

• Established Customer Service Skills
• Previous administration in a sales order processing or contract management environment
• The ability to understand and adhere to legislation and compliance regulations.
• Familiar with navigating Terms and Conditions of Contracts
• Knowledge of UK Ministry of Defence (MOD) Procedures advantageous
• Demonstrated knowledge and experience of International Trade, Exporting and shipping.
• Experience of working within the Defence Sector and/or a Manufacturing organisaton desired
• Experience working within ISO Audit requirements
• Full proficiency in MS Office
• Awareness of UK Export Control and HMRC regulations
• ITAR/EAR -US Regulations awareness advantageous
• Full proficiency in MS Office
• Ability to obtain UK SC or International equivalent Clearance required.