Import Coordinator

Role: Import Assistant

Department: Procurement / Import

Working Pattern: Full time, 37.5 hours

Office Based - 5 days a week.

About Us

Vibrant Foods is one of the largest South Asian food groups in Europe. Vibrant Foods’ family of brands have been present on the shelves of supermarkets and in household kitchens for decades. As trusted manufacturers of world foods, we serve up authentic flavours from around the globe by responsibility sourcing the finest produce from suppliers. With a proud history and heritage, our passion for food infuses everything we do. At the heart of our business, is a constant quest to discover the most authentic quality ingredients in their purest form.

Role Purpose

The Role Will Be Accountable For

• Supporting the import operations by coordinating shipments, preparing documentation, and communicating with suppliers, customs, and internal departments.
• The role requires meticulous attention to detail, an understanding of import regulations, and the ability to manage multiple shipments simultaneously to ensure efficient and timely arrival of goods.
  
  

Role Description

Key Deliverables:

Import Documentation and Compliance

• Review import documents, including bills of lading, invoices, certificates of origin, packing lists, and customs declarations.
• Ensure all import documentation is accurate and compliant with local and international regulations.
• Request original import documents from the bank in a timely manner to facilitate smooth customs clearance of containers.
  
  

Shipment Tracking and Coordination

• Track shipments and provide status updates to relevant departments
• Communicate with freight forwarders, shipping agents, and carriers to arrange transport and monitor shipment schedules.
• Coordinate with customs brokers to ensure smooth and timely clearance of goods.
  
  

Supplier and Vendor Communication

• Maintain regular communication with suppliers to confirm shipment schedules, and resolve any issues related to quantity, quality, or delivery delays.
• Coordinate with vendors to resolve discrepancies or missing information in documents.
  
  

Inventory and Record Management

• Maintain accurate records of shipments, customs clearance, and inventory data.
• Ensure timely filing and storage of import documentation for record-keeping and audit purposes.
• Maintain accurate records of payments to suppliers.
  
  

Compliance and Cost Management

• Generate forecast for USD currency.
• Collaborate with the finance department for budget tracking and payment processing.
  
  

Continuous Improvement and Reporting

• Assist in identifying opportunities to optimize import processes and reduce costs.
• Prepare regular reports on shipment status, costs, and issues to support management decisions.
  
  

Person Specification

Key Skills and Attributes

• Excellent organizational skills with attention to detail.
• Strong communication and interpersonal skills for liaising with internal teams and external partners.
• Ability to manage multiple tasks, work under pressure, and meet tight deadlines.
  
  

If you're interested in this role, please click and apply!