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Multi Skilled Data and Clearance Administrator

Location: Westcott Ventue Park, Bucks, HP18 0XP

Type: Full Time, Permanent. Monday to Friday, 09:00-17:00

Start Date: ASAP

The Multi Skilled Data and Clearance Administrator role will be primarily working with documentation and parcel data to prepare and customs clear imports and exports. This role will require flexibility and adaptability to deal with a range of duties from processing customs documentation, dealing with clients and ensuring we maintain our high standards of customer care and client communication to assisting in warehouse tasks as required.

You will be dealing with many internal departments which requires excellent communication skills.

This role requires a highly motivated and technically competent individual with a flexible approach that can grow and develop with the business as opportunities present themselves.

Training and support will be provided.

General Overview of Tasks

  • Monitor the primary workflow mailbox
  • Direct and Process emails into the appropriate internal departments
  • Communication with clients by phone or email (to confirm when jobs are scheduled or complete)
  • Processing Data Jobs
    • Receiving data files via emails, SFTPs
    • Receiving job instructions from clients
    • Provide efficient delivery logistics through following strict protocols and procedures
    • Fill out import-export documentation, compile carrier and route assignments, compute/check international fees and charges for each shipment, ensure correct taxes and duties are applied and keep track of shipment payments.
    • Ensure full compliance with all HMRC/Border Force rules and regulations and provide an outstanding level of service to all stakeholders
    • Use Sequoia customs clearance software along with other customs entry systems and bespoke UKPW Savvy system.
    • Checking, cleaning, de-duplicating, merging, sorting and preparing data address lists and manifests
    • Converting various data formats
    • Designing and printing a high volume of address sheets or letters
  • Processing jobs and Creating Workflows and possibly coding using Cygnus and Excel
  • Understanding and following set procedures
  • Continuous process improvement
  • Manually handling (lifting and/or stacking) bags and boxes and machine loading.
  • Operating various pieces of warehouse material handling equipment.
  • Completing all paperwork neatly and correctly.
  • Maintain a positive work attitude by acting and communicating in a manner that promotes co-operation with your colleagues.
  • Maintaining clean work areas.

Planning, Scheduling & Workflow

  • Understand & Maintain Department Planning & Control processes
  • Monitor UKPW ETSF and Data Bureau Mailbox
  • ETSF, Data Bureau and other business area Control Sheets
  • Process Jobs through Cygnus software
  • Savvy (In-house job management software)

Printing

  • Understand the use and operation of printers to print carrier sheets, labels, letters and any other fulfilment documents

Software

Training will be provided with the expectation to become more proficient in the use of the following software:

  • Excel
  • ASM Sequoia
  • Cygnus (Being trained in Cygnus would be a distinct advantage)
  • Savvy (Bespoke in-house software)
  • Any additional software that is required as part of Clearance or Data Bureau processes

Communication

External:

  • Learn and develop client communication skills
  • Represent the business in a professional manner at all times

Internal:

  • Understand how the Data Bureau interacts with other departments and develop and maintain efficient and effective working relationships

    Person Skills and Abilities

    • Attention to detail
    • Follow procedures & processes – process driven
    • Flexibility and adaptability in an ever-changing environment
    • Demonstrate initiative
    • Analytical mind-set
    • Work under the pressure of deadlines and meet them
    • Learn and develop problem-solving skills
    • Not essential but experience in SQL, VB, Cygnus scripting would be highly desirable

    Preferred Qualifications, Education Requirements and Skills

    • Minimum GCSE or equivalent C in Maths & English, Ideally A/AS level and/or of Graduate Calibre
    • Study or demonstrable interest in IT generally and ideally knowledge and experience with data and databases
    • General IT literacy
    • Excellent understanding of Microsoft Excel and Word including VLOOKUP and PIVOT Tables
    • Excellent analytical skills
    • Extensive knowledge of different data formats such as Tab-delimited, CSV and Fixed Width
    • Ability to work under pressure and meet deadlines
    • Attention to detail and good organisation skills are essential
    • Able to work on own initiative
    • Flexibility and trustworthy

    Values, Attitudes & Skillset

    • Determination
    • Integrity/Open & Honest
    • Accountability/Responsibility
    • Communication
      • Dependable, Productive, High Quality and Positive with a Can-Do Attitude
      • Team player
      • Willingness and ability to learn
      • Ability to follow written instructions/ directions with high accuracy levels
      • Ability to work independently
      • IT skilled with good verbal and written communication ability

    Performance Measures

    • Objectives will be set together with your line Manager and monitored in Monthly Performance Development Reviews
    • Annual Performance review against set objectives

    Important Notes and Considerations

    Employees must have the ability to independently travel to and from UKP Worldwide’s relatively remote place of work

    Compliance with UKP Worldwide’s security requirements and screening is essential:

    All candidates will be subject to a 5-year work and or education check.  Any gaps in employment greater than 28 days will require an explanation.  In addition, a full clean security check is required for this role.  All applicants must complete an application form. Please see the download link at the bottom of this page. 

    Photo ID and right to work in the UK must be provided during the interview process.
    Please apply by sending your CV and covering letter to andre.domingues@ukpworldwide.com
    Please note all applicants will be required to fill an application form which will be sent out to the email address on your CV.

    The Evolution of eCommerce Returns: Balancing Customer Expectations, Efficiency and Sustainability

    In the fast-paced world of eCommerce, returns have evolved from being a simple afterthought to a key driver of customer satisfaction. Today’s consumers expect a seamless shopping experience, and this includes a no hassle, preferably free, returns process. In fact, 96% of customers claim they are more likely to shop again with a retailer if the return process is easy, and 62% are drawn to businesses that offer this for free. This places tremendous pressure on online retailers to ensure that their policies are not just generous but also efficient and customer-centric.

    However, while accommodating these expectations, retailers are simultaneously battling the rising costs associated with returns. Global eCommerce returns amounted to a staggering $816 billion in lost sales in 2022, with returns making up as much as 30% of all online purchases in certain categories. Fashion retailers face the steepest challenge, where up to 50% of orders are returned due to fit and style issues. Managing this reverse flow of products, often referred to as “reverse logistics,” is now an essential component of retail strategy. It’s no longer just about getting products to customers; it’s about managing the complex web of returns in a way that is both cost-effective and sustainable.

    As reverse logistics becomes an integral part of the retail landscape, many companies are rethinking how they handle returns. The traditional approach of free, no-questions-asked returns is being re-evaluated, as it is unsustainable both financially and environmentally. A growing number of businesses are turning to data analytics and AI-driven solutions in order to reduce the impact. Advanced systems can now predict return behaviours, optimise inventory, and even prevent returns by offering more accurate product recommendations in the first place. Retailers who have embraced these technologies have seen rates drop by as much as 25%, demonstrating the impact that smarter processes can have.

    Sustainability is also shaping the future of returns. Consumers are becoming increasingly aware of the environmental footprint associated with shipping, and the reverse journey of goods is no exception. A 2023 survey found that 72% of customers are open to eco-friendly options, such as returning goods to physical stores or combining them into a single shipment. Some retailers have even introduced returnless refunds, allowing customers to keep products while still receiving a refund, a strategy that significantly cuts down on the carbon emissions tied to shipping.

    Data is playing a crucial role in this transformation. By analysing returns data, retailers can gain insights into why they happen in the first place—whether it’s due to sizing issues, product descriptions, or unmet customer expectations. Armed with this information, businesses can take proactive steps to address the root causes, resulting in higher customer satisfaction and improved profit margins. A 2023 study showed that nearly half of retailers using data analytics to track returns have seen a notable boost in their bottom line.

    Looking ahead, retailers must continue to adapt to the ever-changing demands of consumers while navigating the complexities of global logistics. One solution that is reshaping the landscape of cross-border eCommerce returns is the new joint venture between UKP Worldwide and MS Direct, Unwind – Bridging borders, simplifying returns.

    With a focus on simplifying returns, customs clearance, and duty reclaim, Unwind is designed to ease the challenges that many businesses face when selling into the UK and EU. By consolidating returns near parcel hubs and streamlining the process at the point of customs clearance, this innovative approach reduces unnecessary transport, improving both efficiency, sustainability, inventory and more importantly cash flow, whilst enhancing the customer experience.

    For retailers struggling with the logistical and regulatory complexities of cross-border returns, solutions like Unwind offer a way to enhance customer experience while maintaining operational efficiency. As the eCommerce market continues to grow, the ability to provide seamless, simplified returns will not only boost customer loyalty but will also help businesses stay competitive in an increasingly demanding environment.

     

     

    Sources:

    1. The Growing Importance of Easy Returns, Shopify, 2023.

    2. The 2023 State of Returns: A $816 Billion Problem, NRF, 2023.

    3. Reverse Logistics and Its Impact on Retailers, GlobalData, 2022.

    4. Consumer Attitudes Toward Sustainable Returns, Accenture, 2023.

    5. How AI Is Reducing Return Rates in eCommerce, Deloitte, 2023.

    6. Data Analytics: The Key to Better Returns Management, McKinsey & Company, 2023.