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.

Facilities, Access & Site Services

• 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