Operations Coordinator - Maternity Leave Cover

Role Outline

This is a fixed term maternity cover vacancy. Responsible for coordinating daily despatch activities to ensure customer orders are processed, shipped and invoiced accurately and on time. The role manages order despatch through pallet network and courier systems, ensuring all shipment information is complete, delivery requirements are met, and any issues are resolved promptly. Working closely with Operations, Production, Warehouse and Logistics teams, the postholder oversees the flow of stock from production through to despatch, maintaining accurate inventory records and supporting efficient order fulfilment. The role also takes ownership of haulier invoice verification, freight claims administration and stock transfers, ensuring financial accuracy and stock traceability. A strong focus is placed on maintaining system accuracy, identifying discrepancies, supporting operational efficiency and delivering high levels of service to both internal and external customers.

Responsibilities

• Coordinate the daily despatch of all orders passed to the Pick and Pack Manager, ensuring a consistent and efficient flow of work to the yard team.
• Manifest all pallets through the online Palletforce system, ensuring orders are accurately booked for the delivery dates requested by customers.
• Ensure all relevant despatch information is accurate and complete to ensure timely deliveries and minimise errors.
• Monitor and manage orders automatically transferred to the SmartFreight portal, identifying and resolving any issues that may affect despatch or delivery.
• Escalate any concerns, discrepancies or system-related issues to the Operations and Logistics Manager as required.
• Oversee the daily automatic invoicing process, investigating any orders that have not been delivery-noted and resolving discrepancies promptly.
• Ensure orders are processed accurately to support timely invoicing and maintain reliable sales and delivery records.
• Check and approve haulier invoices, verifying that the correct rates and services have been charged in accordance with agreed terms.
• Make haulier insurance claims for any loss of damaged orders, submitting the correct information to the hauliers and ensuring claims are paid out.
• Investigate any discrepancies and obtain credits or adjustments from hauliers where necessary.
• Work closely with the Operations and Production Teams to oversee the receipting of completed production orders into stock.
• Ensure stock is accurately received into the system, and sales orders are released for dispatch.
• Process stock transfers in a timely and accurate manner based on instructions received from the yard team.
• Ensure stock is transferred to the correct bin locations as specified through WhatsApp communications, maintaining accurate inventory records and stock traceability.

Skills Required 

• Strong logistics, despatch and distribution coordination skills.
• Excellent attention to detail and accuracy in order processing and documentation.
• Experience using freight management, pallet network or transport booking systems.
• Strong organisational skills with the ability to prioritise multiple tasks and deadlines.
• Inventory management and stock control experience.
• Ability to investigate and resolve operational, stock and delivery discrepancies.
• Good analytical skills with the ability to identify trends, errors and process improvements.
• Experience processing and validating invoices and freight charges.
• Knowledge of haulage operations and transport administration.
• Strong communication skills with the ability to work effectively across warehouse, production, operations and sales teams.
• Customer-focused approach with a commitment to service excellence.
• Ability to manage freight claims and liaise professionally with third-party hauliers.
• Good numerical skills and commercial awareness.
• Proficiency in Microsoft Office applications and ERP/stock management systems.
• Ability to maintain accurate records and ensure data integrity.
• Proactive and solution-oriented approach to problem solving.
• Ability to work effectively in a fast-paced operational environment.

About us

We work with foresters, landscape contractors, environmental professionals, growers, local authorities and grounds maintenance teams to deliver the expertise, products and support needed to create, establish and maintain healthier landscapes.