We are seeking an experienced Import and Export Specialist to support our growth. In this role, you will manage export documentation and logistics for NAN, APAC, and EU shipments. Responsibilities include issuing export Letter of Credit templates, inputting data into our ERP systems, ensuring compliance with post-export documentation, and reviewing customer contracts and purchase orders for compatibility with delivery terms.
Key Responsibilities:
Export:
Prepare and manage all necessary export documentation for overseas shipments using the ERP system, ensuring HS codes and Country of Origin are correctly listed.
Verify whether export-controlled parts require an Export Licence; escalate issues to the Export Control Manager before dispatch.
Book courier and freight forwarder consignments and issue accurate Air Waybills (AWB) for chargeable spare parts, warranty returns, upgrades, and non-order shipments. Clearly identify the reason for export and include correct commercial parties (Seller/Exporter, Consignee, End User, Importer of Record).
Generate manual export documents (Customs Invoices, Packing Lists) for systems, upgrades, and free-of-charge (FOC) shipments.
Apply for Certificates of Origin from Chamber of Commerce for UK-manufactured goods.
Issue Insurance Certificates where required.
Assist with the creation and approval of Certificates of Quality and other internal compliance documentation, ensuring they are signed by authorized personnel.
Prepare and submit Letter of Credit applications, ensuring all contractual and PO details are accurately transferred. Review draft LCs for compliance and prepare compliant documentation for bank presentation, including AWB, invoices, and certificates.
Import:
Coordinate and manage inbound shipments from international suppliers, ensuring full compliance with UK import regulations and company requirements.
Verify and process import documentation (Commercial Invoices, Packing Lists, Bills of Lading, etc.) for customs clearance and internal tracking.
Request and review import declarations (e.g. DTI-X2, DTI-S8, Single Administrative Document - SAD) to confirm accuracy and regulatory compliance.
Collaborate with freight forwarders and customs agents to ensure timely customs clearance and delivery of inbound goods.
Monitor import shipments to resolve delays or documentation issues, escalating concerns to the Line Manager when necessary.
Verify timely receipt of goods against purchase orders and arrange delivery to the appropriate internal departments or storage facilities.
Ensure accurate booking of all import transactions in ERP systems and maintain associated documentation.
Work with the Finance team to validate VAT and duty charges and support import cost reconciliation as required.
Domestic & General Logistics:
Organise and manage domestic deliveries for Spare Parts, Systems, Upgrades, and non-order entries, issuing suitable Delivery Notes.
Ensure transportation via air or road aligns with contractual obligations, coordinating with logistics providers as needed.
Maintain up-to-date shipping records in ERP systems and shared platforms like OneDrive for full visibility across departments.
Populate daily shipping reports (Spare Parts, Systems, Upgrades, Late Lines) to ensure operational transparency.
Commercial and Customer Coordination:
Review domestic and international Purchase Orders and Customer Contracts to ensure all shipping terms, Incoterms, ports of loading/unloading, and documentation requirements are met.
Confirm that any additional Spare Parts or services sold are clearly reflected on customer POs or contracts; escalate any discrepancies to the Commercial Team.
Compliance and Documentation Control:
Request and review export and import declarations to ensure commodities meet UK HMRC compliance standards.
Request amendments to SADs through freight forwarders or directly via NCH/HMRC as needed.
Ensure all shipments—domestic and international—are fully compliant with import/export regulations and properly documented.
Invoice off VAT documents per Finance team requests and ensure OneDrive records are updated accordingly.
Performance :
Education / Qualifications:
- Relevant qualifications in Exports (preference to Degree standard but not essential)
- Demonstrable experience in UK export documentation and shipping domestically and internationally is essential.
- Export Letters of Credit knowledge (especially to China), desirable.
- Advanced Microsoft Excel level and software packages (MS Office, ERP systems and Web based applications, etc.)
- Incoterms 2022 knowledge is essential.
Professional Skills/ Abilities:
- Ability to focus on all export and shipping areas, highly organise with excellent attention to the detail.
- Flexible, supportive and proactive a forward-thinking and hands-on approach
- Structured approach to Problem solving.
- Friendly and professional a customer-focused approach to delivering excellent service.
- Experience interfacing with internal and external stakeholders with strong verbal and written communications skills
- Experience in dealing with export controls goods (ITAR, /EAR, etc)
At Oxford Instruments Plasma Technology, we provide tools for engineering micro- and nano-structures, with customers using our process solutions to research and produce materials and semiconductors vital for everything from medical devices and diagnostics to electric cars and quantum computers.
Benefits:
In addition to a competitive starting salary, Oxford Instruments also offers structured career development opportunities, a good work-life balance, private healthcare, a share incentive plan, 25 days annual leave, half-days on Fridays, a defined contribution Group Personal Pension Plan, and a flexible benefits package that you can tailor to your own requirements
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All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or disability. We encourage applications from people of all backgrounds and would ask you to get in touch if you are concerned about any barriers you feel you may be facing in your application process with us.
Note to recruitment agencies: Oxford Instruments operates a Preferred Supplier List, and we do not accept unsolicited agency CVs. Please do not forward candidate details in response to this advert, or to any Oxford Instruments employees or other company locations. Oxford Instruments is not responsible for any fees related to unsolicited CVs.
