Key Account Coordinator / Key Account Specialist – Import Freight

We are working with an established and highly regarded logistics and freight forwarding business to recruit a Key Account Coordinator / Key Account Specialist to join its import operations team.

This is a hands-on role supporting a major international food retail account. You will be responsible for coordinating shipments from booking through to delivery, while ensuring customs, compliance, documentation, billing and customer reporting are completed accurately and on time.

The role would suit an experienced import professional who enjoys working in a fast-paced environment, takes ownership of their workload and is confident dealing with customers, suppliers, shipping lines, hauliers and internal teams.

Hours: Monday to Friday, 8:30am to 5:00pm (one-hour lunch break)

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.

Due to the unprecedented volume of response, we are currently receiving, regrettably we are no longer able to respond to every application individually. If you have not heard back from us within 48 hours, please assume your application for this role has been unsuccessful. We do read each CV carefully and if the situation changes or another potentially suitable role becomes active, we will be back in contact.