Shipping and Sales Assistant Apprentice

Apprentice Shipping & Export Assistant

Full training will be provided throughout the apprenticeship.

Key Responsibilities:

Export Administration & Shipping

• Assist in preparing packing lists, including carton contents, weights, dimensions, and volumes


• Receive, unpack, and check incoming goods to ensure they match purchase orders and customer requirements


• Assist with packing and repacking of goods for UK and export shipments


• Ensure products are correctly labelled and marked for shipments


• Arrange the dispatch of goods and ensure all relevant documentation accompanies shipments


• Coordinate the collection of goods from suppliers or arrange collections through freight forwarders under the guidance of your line manager


• Prepare samples to be sent to customers

Documentation

Learn to prepare and process export documentation, including:

• Commercial invoices


• Packing lists


• Certificates of origin


• Bills of lading


• Airway bills


• Assist in checking shipping documents for accuracy before dispatch


• Support your line manager in the preparation of documents required under letter of credit


• Maintain accurate records of all shipping and export activities

Order Processing & Supplier Liaison

• Check purchase orders and supplier acknowledgements for accuracy


• Enter and update order information within the company’s management systems


• Taking orders over the phone and processing them


• Liaise with suppliers, customers, freight forwarders, and overseas agents to ensure orders progress smoothly


• Assist with monitoring delivery schedules and shipment status


• Verify supplier invoices and ensure documentation is correctly filed

Administration & Filing

• Maintain electronic and physical filing systems, ensuring documents are stored accurately and promptly


• Upload and index emails, correspondence, and supporting documents within the company document management system


• Assist with organising incoming and outgoing post and courier shipments


• Ensure records are kept up to date and comply with company procedures

Customer & Business Support

• Communicate professionally with customers, suppliers, and partners via email and telephone


• Assist in obtaining freight quotations and providing shipping information to customers


• Welcome visitors to the office and assist with basic hospitality arrangements

Skills and Qualities

• Organised and detail-oriented


• Eager to learn and develop new skills


• Confident communicating with a variety of people


• Comfortable using Microsoft Office applications and learning new software systems


• Able to manage multiple tasks and priorities


• Reliable, professional, and committed to delivering high standards of work


• Interested in international trade, logistics, or business administration

Training and Development

Throughout the apprenticeship, you will receive training in:

• International shipping and export procedures


• Documentation and customs requirements


• Customer service and business communication


• Supply chain and logistics operations


• Business administration systems and software


• Compliance and quality procedures