Logistics Order Processor

Hepburn Bio Care – Logistics Order Processor

Location: Office in Southampton, UK

Competitive Salary / free private parking / large airconditioned offices

Hours: Weekdays, Full time. One day a week working from home

Contract: Permanent position, holiday entitlement + bank holidays + healthcare Cash Plan

Reports to: Supply Chain Manager

WHO WE ARE

Hepburn Bio Care formulates and produces a full range of environmentally friendly cleaning and wastewater treatment products, Pre-Treatment Processes and Biomass Systems including own brand of certified organic body care and pet care products.

Founded in 2006, Hepburn Bio Care is totally committed to creating a safer healthier world by treating all wastewater, sewage, FOG etc. at its source and replacing all toxic chemicals and tons of plastics with less, non-toxic, biodegradable super concentrated products.

Hepburn is a world leader in supplying environmentally friendly products and services to the corporate marine and land-based industry, including Royal Caribbean, Carnival, Disney, Disney World and Norwegian Cruises, BP Nigeria fleet, Islands in the Caribbean and is now an approved vendor to Saudi Arabia Red Sea Zone.  With our office in Southampton, Account Managers in Monaco & Florida, and warehouses in strategic locations around the world, we work on a global scale. Joining our vibrant and rapidly growing company, you will make a difference to the planet and your children's future helping to preserve it for future generations.

What we are looking for

A Logistics Order Processor to play a vital role in ensuring the smooth handling of customer orders and quotations from initial enquiry through to delivery. This position requires strong communication, attention to detail, and the ability to work collaboratively with suppliers, freight partners, the warehouse team, and international offices to deliver exceptional customer service and operational efficiency.

You will be responsible for:

Order & Quotation Management

• Process customer quotations and orders accurately and efficiently, ensuring all documentation is complete and compliant with marine logistics requirements.
• Coordinate with colleagues, suppliers, and freight partners to ensure customer orders are fulfilled within agreed timescales.
• Monitor stock levels and work with management to ensure adequate inventory is available to meet demand.
• Liaise with the warehouse team to ensure on-time dispatch, correct product selection, and accurate packaging in accordance with marine transport standards.
• Follow up on failed or delayed collections and maintain departmental spreadsheets to track actions and progress.

Customer Service & Relationship Management

• Act as a key point of contact for customers, responding to enquiries and quotation requests promptly and professionally via phone and email.
• Provide expert support to shipping and yacht customers, advising on product availability, delivery schedules, and alternative solutions where necessary.
• Resolve customer issues quickly and effectively, maintaining the highest standards of service and professionalism.
• Build and maintain strong relationships with international clients and agents to promote long-term business growth.

Cross-Departmental Support & Continuous Improvement

• Support the wider Logistics and Operations team in improving processes and ensuring smooth coordination between departments.
• Liaise with management regarding warehouse stockholding, resolving discrepancies, and ensuring First In, First Out (FIFO) stock rotation.
• Maintain awareness of and comply with the Company Quality Policy and all applicable procedures.
• Notify senior management of any potential obstacles to operational efficiency or customer satisfaction.
• Undertake any ad hoc tasks as required by the Team Lead to ensure exceptional service delivery.

Skills & Experience

• Previous experience in logistics, order processing, or supply chain management—preferably within the marine, shipping, or industrial supply sectors.
• Proven experience preparing quotations and managing customer orders from enquiry to delivery.
• Strong organisational and administrative skills with excellent attention to detail.
• Confident communicator with the ability to handle international customers and suppliers.
• Proficiency in Microsoft Office (especially Excel).
• Working knowledge of SAGE is advantageous (training will be provided).
• Familiarity with export documentation, freight coordination, and customs procedures is an advantage.

Personal Attributes

• Professional, proactive, and customer-focused, with a "right first time" mindset.
• Strong problem-solving and multitasking abilities.
• Team player who enjoys collaborating across departments and international offices.
• Able to work effectively under pressure and manage multiple priorities.
• Enthusiastic about supporting the marine industry and delivering high-quality service.