Warehouse Administrator

Roles and Responsibilities

• Act as the first point of contact for the Warehouse & Dispatch team via telephone, email, and face-to-face enquiries.
• Manage the shared Dispatch inbox, responding to customer and courier enquiries, resolving issues wherever possible, and escalating more complex matters to the Warehouse Manager where appropriate.
• Coordinate all courier bookings and collections, ensuring shipments are dispatched accurately and on time.
• Investigate delivery issues, delayed shipments, and courier queries, working proactively with customers and freight providers to achieve timely resolution.
• Prepare accurate UK and international shipping documentation, ensuring compliance with customer, courier, and regulatory requirements.
• Produce commercial invoices, customs documentation, delivery notes, shipping labels, and all associated dispatch paperwork.
• Process and maintain accurate documentation for goods received, updating company systems once deliveries have been physically inspected and accepted by Warehouse Operatives.
• Maintain accurate dispatch, inventory, and warehouse administration records within company systems.
• Liaise with Customer Services, Sales, Production, Purchasing, and Finance to ensure customer orders are processed efficiently and customer expectations are met.
• Monitor outstanding dispatches, proactively following up delayed or incomplete shipments, and keeping relevant stakeholders informed.
• Escalate operational, customer service, or courier issues to the Warehouse Manager where appropriate, providing relevant information to support effective decision-making.
• Support the Warehouse Manager by producing reports, analysing data, maintaining KPIs, and providing general administrative support.
• Coordinate and provide data, reports, and administrative support for Bedfont's sustainability initiatives and environmental reporting requirements.
• Ensure all warehouse and dispatch documentation is completed accurately and maintained in accordance with ISO 13485, company procedures, and regulatory requirements.
• Identify opportunities to improve warehouse administration processes, customer service, and operational efficiency.
• Comply with all Health & Safety policies, safe working practices, and company procedures.

Qualifications

• NVQ Level 2 or Level 3 in Business Administration, Warehousing and Storage, Supply Chain, or Logistics (or equivalent experience or qualification).
• Qualification in Business Administration or Supply Chain Management preferred.
• Training or certification in inventory management, warehouse operations, or logistics preferred.
• Health & Safety training (e.g. Manual Handling, IOSH Working Safely) is advantageous.

Valuable Expertise

Essential Skills

• Exceptional organisational skills.
• Ability to work in a fast-paced environment with constantly changing priorities.
• Outstanding customer service and communication skills.
• Confident speaking with customers, couriers, and internal stakeholders.
• Strong problem-solving ability with confidence making decisions independently.
• Excellent telephone manner.
• Ability to remain calm under pressure.
• High attention to detail and accuracy.
• Excellent Microsoft Office skills.
• Experience using ERP/MRP systems.
• Able to prioritise competing deadlines without losing accuracy.
• Comfortable managing multiple enquiries simultaneously.
• Professional, resilient, and proactive.

Preferred Skills

• Experience within a medical device, pharmaceutical, or regulated manufacturing environment.
• Experience with international shipping, customs documentation, and export processes.
• Experience supporting continuous improvement initiatives.
• Knowledge of courier management systems and freight booking platforms.
• Understanding of import/export regulations.
• Experience producing warehouse reports and analysing inventory data.

In addition, employees may be required to undertake other duties as may reasonably be required of them. In these circumstances, training will be given where it is considered.

Bedfont® Scientific Ltd. does not and will not discriminate in the recruitment or management of staff on the basis of race, colour, religion, gender, age, disability, marital status, sexual orientation, or more. We are an equal opportunity employer, and Bedfont® regards every employee as a member of the Bedfont® family and is committed to providing a fair, safe, diverse, and welcoming atmosphere. Our application process has been designed so that everyone is able to demonstrate their skills and how they meet the criteria required for the job advertised. All successful candidates will be subject to a digital ID and DBS check.