Special Handling Co-Ordinator

Freightserve recruitment are looking for a Special Handling Co-Ordinator for a well-established Freight Forwarder based in the Heathrow area. Job Purpose The Special Handling Co-Ordinator is responsible for the day-to-day management of international cross-trade shipments, ensuring that UK customers receive timely and accurate updates throughout the shipment lifecycle. The role requires close coordination with overseas origin and destination agents, accurate file management within the company’s operating systems, and careful control of costs and supplier invoicing to maintain operational efficiency and profitability. Key Responsibilities Shipment Management • Create and maintain shipment files accurately within the company’s operating system. • Manage cross-trade shipments from booking through to final delivery. • Ensure all shipment milestones and operational updates are recorded promptly and accurately. • Monitor shipment progress and proactively address any issues or delays. Customer Communication • Provide timely and professional updates to UK-based customers. • Respond to customer enquiries and requests efficiently. • Maintain a high standard of customer service throughout the shipment process. • Ensure customers are kept informed of any changes, delays, or exceptions. Agent Coordination • Liaise with origin and destination agents worldwide to obtain shipment updates and documentation. • Build and maintain strong working relationships with overseas partners. • Chase agents proactively to ensure key milestones and updates are received within agreed timescales. • Escalate operational issues where necessary to minimise disruption to customers. Cost Control & Invoicing • Apply agreed tariffs and cost structures accurately within shipment files. • Verify supplier invoices against agreed rates, quotations, and operational records. • Identify discrepancies, unexpected charges, or potential overbilling. • Raise invoice queries with suppliers and agents where appropriate. Skills & Experience Essential • Strong administrative and organisational skills. • Excellent attention to detail and accuracy. • Experience working with costs, tariffs, rates, and supplier invoices. • Ability to manage multiple tasks and priorities simultaneously. • Strong communication skills, both written and verbal. • Proficiency in Microsoft Office applications, particularly Outlook and Excel. • Ability to work independently and as part of a team. • A proactive approach to problem-solving and customer service. Desirable • Experience in ocean freight operations. • Knowledge of international freight forwarding and global supply chain processes. • Familiarity with freight management or transport management systems. • Understanding of supplier cost verification, margin control, and profitability management. Personal Attributes • Highly organised and methodical. • Customer-focused with a proactive approach. • Strong problem-solving skills. • Commercially aware with a keen eye for identifying cost discrepancies. • Reliable, professional, and accountable. • Able to work effectively under pressure and meet deadlines. Working hours are Monday - Friday As an agency we are fast becoming the number one Freight specialist in the UK. We have a fast growing reputation with most Freight related companies. Freightserve has been established since 1992 working within the Freight Forwarding and Shipping industry.