Site Coordinator

Shipping & Logistics

• Arrange and manage UK and international import and export shipments using approved courier and freight systems, ensuring compliance with customs and shipping regulations.
• Liaise with internal teams and external providers to coordinate packing requirements, shipment dimensions, weights and collection schedules.
• Raise courier collection requests and shipping workflows for domestic and international consignments.
• Prepare and maintain all required shipping and customs documentation, ensuring accuracy and compliance.
• Monitor shipment progress and proactively resolve delivery issues, delays and customs queries with suppliers, carriers and internal stakeholders.
• Maintain accurate shipment records and provide regular updates on delivery status to relevant teams.
• Act as the primary point of contact for shipping and logistics enquiries.

Purchasing & Procurement Administration

• Raise, process and manage purchase orders for R&D and other site functions, ensuring compliance with company procedures and approvals.
• Input purchasing requisitions and workflows accurately and in a timely manner.
• Process purchase orders within JDE, ensuring invoices are correctly matched and progressed through the payment approval process.
• Liaise with suppliers and Accounts Payable to resolve invoice discrepancies, payment issues and purchasing queries.
• Track purchase orders and supplier deliveries, following up as required to ensure continuity of supply.
• Provide guidance and basic training to colleagues on purchasing processes and systems.
• Maintain purchasing records and supporting documentation in line with company policies and audit requirements.

Site Administration

General Administration

• Coordinate site meetings, management forums, VIP visits, customer visits and training events, including room bookings, catering, travel, accommodation and logistics arrangements.
• Provide local support to managers off site, arranging meetings in Wantage and Assisting with any travel arrangements required.
• Prepare monthly Manager Forum meeting agenda, take minutes, and track actions
• Manage incoming post, scanning and distributing correspondence to relevant recipients.
• Support activities for the Wantage Wellbeing Group.
• Manage corporate card administration, including receipt reconciliation, record maintenance and support for monthly reporting requirements.

• Manage site access systems, including issuing visitor passes and maintaining accurate access records via SALTO.
• Order and maintain stocks of stationery, workwear, kitchen consumables, refreshments and cleaning supplies.
• Conduct regular stock checks and arrange replenishment as required.
• Coordinate hire car, taxi and travel bookings for employees and visitors.
• Maintain administration of site pool vehicles.
• Undertake ad hoc administrative activities to support the effective operation of the site

We are an equal opportunity employer, and we strictly prohibit and do not tolerate discrimination against employees, applicants or any other covered persons because of race, color, religion, national origin or ancestry, sex, pregnancy, sexual orientation, marital status, gender identity or expression, age, disability, genetic information, veteran status, or any legally protected characteristic.