Export Administrator

Why Prism healthcare? We are providers of specialist moving, handling and bathing equipment for elderly, disabled and mobility disadvantaged clients in a range of care environments, from community care to schools, hospitals and care homes. Employing employing circa 700 colleagues, across various locations within the UK and Europe, we work with a variety of mobility equipment, including patient moving, handling, and bathing devices, committing to the ongoing safety and wellbeing of the people who use our equipment. Through our family of brands, we are best positioned to share our experience and expertise with every client and customer. With over 30 years of experience in designing, developing, manufacturing, providing and installing bespoke mobility and care solutions, we have an established track record of working closely with carers and their clients across the UK. The Group has grown over the last year both organically and by acquisition, with a turnover of £100M. What you'll be doing This role will benefit from being based in the North West or North Wales area. Training will predominately be delivered at our Rhyl site, and frequent travel will be expected within this role to other sites across the UK. Quotes and orders Prepare quotations using approved dealer pricing. Process Prism Medical export orders and amendments in ASC, including large multi-line orders, and prepare invoices in the required customer currency. Track open quotes and orders, confirm lead times and despatch dates, and answer routine distributor questions. Obtain updates from existing administrators in other divisions; elevate pricing, service or contractual issues to the account owner. Act as the customer liaison with Quality and Returns: log claims and complaints, obtain updates and communicate progress. Coordinate commercial invoice improvements with IT and ASC, including commodity codes and country of origin. Export shipping paperwork Prepare and check commercial invoices, packing lists, certificates of origin and container paperwork for Prism Medical shipments, including Mackworth USA. Collect and retain required HMRC export evidence and proofs of delivery, querying incomplete or incorrect documents with forwarders and hauliers. Book and track shipments in line with agreed Incoterms; resolve customs queries and discrepancies with forwarders, customers and the despatching team. Keep shipment records and freight costs current. Regulatory and technical documents Log, obtain and chase regulatory, compliance and technical documents from the responsible teams, including declarations of conformity, registration files, instructions for use, labels and specifications. Maintain an export reference index linking to current controlled documents and identifying owners and available languages. Quality, Regulatory and R&D retain document control; avoid uncontrolled duplicate libraries. Tenders Coordinate tender evidence packs, gathering product data, compliance documents, approved pricing and signed forms against deadlines. Maintain a calendar of deadlines, owners and submission status. Weekly open items Maintain a group overview and weekly open-items list across the divisions and Finance, Marketing, Regulatory and Operations, with an owner and due date for each item. Circulate it to the export team, chase progress and close completed actions. CRM and reporting Check CRM records weekly for current opportunities, contacts, next steps and forecasts; follow up gaps with account owners, who remain responsible for their records and forecasts. Prepare the weekly export report and monthly MPR data from the CRM, highlighting missing or outdated information. Meetings and marketing support Record and follow up export meeting and distributor-call actions. Locate or request current brochures, images, price lists, templates and other marketing materials, helping colleagues find and access existing resources. Personal Characteristics Essential At least two years in export, shipping or logistics administration, or sales order processing that included export orders. Working knowledge of export documentation, Incoterms and customs procedures, with accuracy on complex orders and invoices. Strong Excel and Outlook skills, experience of ERP or order processing systems, and confidence working remotely through Teams. Organised and proactive, able to prioritise competing requests, work independently and follow tasks through to completion. Clear written English and confident communication; persistent and constructive when questioning delays, chasing responses and escalating problems. Willing to travel for substantial initial training in Rhyl and subsequent site visits required on a weekly basis, and occasionally work flexibly across time zones, including early starts for Australia and Asia. Desirable Experience with freight forwarders, hauliers or customs agents, including commodity codes and country of origin. Experience of tenders, medical device regulatory documents or relevant healthcare products. Experience of ASC, EFACS, NetSuite or a CRM system; ASC is the main order system for this role. A second European language, ideally German. So.. why us? Alongside working in a supportive and friendly environment, you’ll also receive: 25 days' annual leave, with the option to purchase a further five (subject to eligibility) Healthcare cash plan from day one 2x death in service benefit from day one Store discount Free car parking Company sick pay on completion of your probation period Flexibility to discuss your start and finish times #J-18808-Ljbffr Prism Healthcare