Inbound Logistics Coordinator

At BEAUTY BAY, we’re all about sharing our beauty obsession with the world. We discover hard-to-find brands and develop our own exclusive beauty collection, bringing our customers the best, first. Behind it all is our dynamic, agile team.

We’re looking for an Inbound Logistics Lead to coordinate incoming deliveries across our third-party brands and own-brand beauty range. Working closely with our NPD, Buying and Merchandising teams, suppliers and logistics partners, you’ll help ensure products arrive on time and cost-effectively to support launches and stock availability.

The Role

This is a standalone, hands-on role coordinating the movement of products from suppliers through to receipt at our third-party logistics (3PL) warehouses.

You’ll be the day-to-day contact for inbound shipments, keeping delivery information up to date, coordinating documentation and working with freight forwarders, customs agents and warehouse partners to keep stock moving.

You’ll work independently within agreed processes, resolve routine delivery issues and escalate significant delays, additional costs or compliance queries to the appropriate team.

Key Responsibilities

Inbound Shipment Co-Ordination

• Coordinate supplier readiness, collections, freight movements and delivery into our 3PL warehouses.
• Track incoming shipments and maintain accurate delivery dates and shipment records.
• Follow up with suppliers and logistics partners to keep deliveries on schedule.
• Investigate delays, shortages and delivery discrepancies, escalating issues where needed.
• Coordinate warehouse bookings and confirm receipt of stock with 3PL partners.

Working Cross Functionally

• Work with Own Brand NPD to support delivery timings for new product launches.
• Liaise with Buying to confirm product readiness, shipping arrangements and supplier documentation.
• Keep Merchandising informed of expected arrival dates and any risks to stock availability.
• Prioritise deliveries in line with agreed launch and replenishment requirements.

Import Documentation & Support

• Check that commercial invoices, packing lists and other shipping documents are complete and available on time.
• Coordinate customs clearance with appointed agents, obtaining missing information from suppliers and internal teams.
• Maintain organised import and shipment records.
• Liaise with relevant specialists on product documentation and any special transport requirements.
• Support the collection and maintenance of packaging data for Extended Producer Responsibility (EPR) and Plastic Packaging Tax reporting.

Logistics Partners & Costs

• Maintain effective day-to-day relationships with suppliers, freight forwarders, customs agents and 3PL partners.
• Obtain and compare freight quotes, recommending options within agreed budgets and service requirements.
• Record freight and associated import costs and check invoices against agreed rates.
• Flag unexpected charges and help prevent avoidable costs through timely bookings and documentation.

Reporting & Improvements

• Provide regular updates on incoming deliveries, delays and outstanding issues.
• Follow agreed inbound procedures and keep supplier shipping instructions up to date.
• Identify practical improvements to shipment tracking, documentation and communication.
• Maintain clear records and handover notes to support cover for the role.

Our Ideal Person

• Experience in inbound logistics, imports, freight coordination or supply chain operations.
• Working knowledge of import documentation, customs processes and international shipping terms.
• Experience liaising with suppliers, freight forwarders or warehouse partners.
• Strong organisational skills and the ability to coordinate multiple deliveries independently.
• Excellent attention to detail and a practical approach to problem-solving.
• Clear communication skills and confidence following up on outstanding actions.
• An awareness of freight costs and the impact of delivery delays on stock availability.
• Confident use of Excel; experience with purchasing, ERP or stock-management systems would be useful.
• A proactive approach, with sound judgement about when to resolve an issue and when to escalate it.

Desirable

• Experience in beauty, skincare, cosmetics, retail or consumer goods.
• Experience supporting new product launches or own-brand ranges.
• Familiarity with shipping requirements for fragrances, aerosols or other restricted products.