Key Account Coordinator / Key Account Specialist – Import Freight

Key Responsibilities

Import & Shipment Coordination

• Create and maintain import freight jobs using purchase orders, commercial invoices and supplier documentation.
• Liaise with suppliers and shippers to obtain booking confirmations, shipping instructions and outstanding documentation.
• Maintain accurate shipment trackers, schedules and customer visibility reports.
• Coordinate with customers, shipping lines, hauliers, warehouses, suppliers and internal operational teams.
• Maintain accurate electronic records and ensure customer documentation is uploaded to the appropriate systems.

Customs & Compliance

• Prepare and control UK import customs declarations.
• Review commercial invoices, packing lists, bills of lading, commodity information, origin details and customs valuation data.
• Check declaration accuracy and manage duty and deferment requirements.
• Identify and escalate discrepancies before declarations are submitted.
• Complete and manage IPAFFS notifications and CHEDs where applicable.
• Liaise with Port Health regarding queries, health certificates and supporting documentation.
• Complete and track duty reclaims.
• Support customs and regulatory audits through accurate document collation and record keeping.
• Assist with European movements and associated customs or regulatory requirements when required.

Customer Reporting, Billing & Financial Administration

• Prepare weekly shipment schedules and operational updates for the customer.
• Produce monthly management and account performance reports.
• Complete weekly invoicing and ensure all relevant charges are accurately captured.
• Prepare estimated costings and landed cost information.
• Investigate and respond to customer queries relating to invoices, duty and deferment.
• Ensure supporting documentation is available for customer and internal queries.

Operational Support & Business Continuity

• Provide operational cover for the wider account team when required.
• Monitor vessel schedules, shipment progress and ETA changes.
• Liaise with shipping lines regarding releases, bills of lading, charges and operational exceptions.
• Coordinate with hauliers, delivery sites, warehouses and cold stores.
• Update landed costs and issue releases in line with customer requirements and company procedures.
• Maintain clear handovers, accurate trackers and accessible records to ensure continuity of service.

Systems & Process Management

• Maintain accurate operational, customs, costing and billing records within the company’s freight management systems.
• Use document management and customer visibility platforms to maintain records and provide shipment visibility.
• Create and maintain account-specific SOPs, work instructions and training records.
• Monitor shared mailboxes and respond to relevant customer and operational requests.
• Assist with account presentations, process improvements and ad hoc reporting.

About You

We are looking for someone with previous experience in deep-sea import freight forwarding, with a strong understanding of UK customs procedures.

Essential Experience

• Experience within import freight forwarding, ideally involving deep-sea movements.
• Practical experience preparing and controlling UK import customs declarations.
• Strong attention to detail when handling shipping and customs documentation.
• Excellent organisational skills with the ability to manage multiple live shipments and deadlines.
• Confident and professional communication skills.
• Good spreadsheet, reporting and administration skills.
• Ability to identify incomplete or inconsistent information and take appropriate action.
• A proactive approach to resolving issues and escalating risks when necessary.

Desirable Experience

• Experience using CargoWise or a similar freight forwarding system.
• Experience within food or FMCG imports.
• Knowledge of IPAFFS, CHEDs and Port Health requirements.
• Experience with SharePoint or similar document management/customer visibility platforms.
• Previous experience working on a major or high-volume key account.

Personal Attributes

You will be:

• Methodical and highly organised.
• Commercially aware with a strong customer focus.
• Calm and practical when working under pressure.
• Confident in challenging incomplete or potentially incorrect information.
• Proactive in identifying operational, customs and compliance risks.
• Comfortable working independently while contributing effectively to a wider account team.
• Keen to develop your knowledge across both import administration and operational account management.
• Committed to maintaining high standards of accuracy, service and customer communication.