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Despatch Coordinator/Office Administrator
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Designation & Salary
£25,000 per annum
Job Description
About the Role
This is a full-time, office-based position (Mon-Fri), working 37.5 hours per week as a Junior Despatch Coordinator/Office Administrator in our North Finchley office, North London.
We are a leading promotional merchandise company, designing and supplying corporate promotional products across the UK. Our business is built on long-standing relationships with trade clients and we operate ISO9001 (Quality) certification standards.
We are seeking a despatch coordinator and office administrator to support our small, diverse team within the head office. The successful candidate must possess organisational skills, excel at multi-tasking, and demonstrate initiatives that align with our emphasis on adaptability, teamwork, and exceptional customer service.
Key Responsibilities
Despatch & Logistics Coordination
- Manage despatch and post room duties, including:
- Sorting, lifting, and packing packages/consignments
- Tracking shipments from Far East suppliers
- Process and verify email invoices, packing lists, and despatch documents from suppliers
- Ensure timely order on-schedule fulfilment
- Chase suppliers for overdue orders and maintain supplier relations
- Arrange DHL/FedEx pickups within the UK
- Coordinate with overnight couriers for deliveries (including re-delivery when needed)
- Ship goods nationally, to Europe, and internationally
- Generate and affix despatch notes and shipping labels
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Client & Supplier Liaison
- Track internationally sourced shipments and liaise with factories and shipping partners
- Provide customers with tracking numbers via email
- Handle incoming marked/post calls and manage fisitically linking in/outgoing mail collections (posting, franking, filing)
Customer & Team Support
- Provide full backup support to Sales and Production teams
- Prepare customer quotes and collaborate with factories/stockists
- Organise paperless/physically offline order archive systems
- Offer general administrative assistance to the entire office team
Essential Requirements
Skills & Competencies
- Attention to detail – ability to accurately process large volumes of shipments and documentation
- Multi-tasking / Team Player – keen to take on a flexible role with varying responsibilities
- Prioritisation & Time-Management – meet tight production deadlines while handling multiple tasks
- Excellent verbal and written communication – both with customers and third-party suppliers
- IT Proficiency – computer skills to manage software for tracking, invoicing, and emailing
- Problem-Solving – proficient in resolving operational delays
- Professionalism & Punctuality – maintaining reliability in a fast-paced environment
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Physical & Practical Capabilities
- Ability to lift, sort and package consignments (manual handling duties apply)
- Agility to respond efficiently to urgent pick-up and delivery sorties
About Our Company
Internally, embraces a small but dynamic culture, where all officers contribute to a leading role in promotional merchandising. Working backward to ensure aiding a consistent quality service.
Note: This job description may be updated to reflect evolving business needs after discussion with the role holder.
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