Delivery Office Coordinator

About the Company

RDi employs cutting-edge production techniques to refine the process of managing sensitive data, messaging, IVD kitting and fulfilment.

Main Purpose of Job

The Delivery Office Coordinator plays a key role in supporting operational activities through the management of Device History Records (DHRs), Standard Operating Procedures (SOPs), delivery documentation, and customer liaison.

This position ensures that production and fulfilment documentation is accurate, complete, and compliant with regulatory and quality standards. The role also acts as a central administrative link between Operations, Quality, and customers to ensure smooth order processing and documentation integrity.

Duties and Responsibilities

Device History Record (DHR) Management

• Prepare and maintain Device History Records to ensure completeness and compliance.
• Contribute to the stock allocation process to obtain LOT number traceability
• Create LOTs (batches) for each kit type based on customer forecasts

SOP & Document Control

• Maintain and update Standard Operating Procedures (SOPs) under document control processes.
• Track document revisions and ensure only current versions are in circulation.
• Support controlled issuance and withdrawal of documentation.
• Provide production schedules to the production team in a timely manner based on customer demand and forecasts

Delivery Notes & Dispatch Documentation

• Generate and verify delivery notes and shipping documentation.
• Ensure dispatch records align with order details and customer requirements.
• Maintain accurate digital and physical filing systems for delivery documentation.
• Investigate and resolve documentation discrepancies with relevant teams.

Customer Liaison

• Act as a point of contact for customer queries relating to orders, documentation, and deliveries.
• Provide timely updates on order status and dispatch confirmations.
• Coordinate with Operations, Warehouse, and Quality teams to resolve customer issues.
• Maintain accurate communication records.

Operational & Quality Support

• Input operational data into ERP/QMS systems.
• Maintain stock planning tools with accurate information relating to kit components
• Update and maintain stock reports with received deliveries and stock usage
• Assist in preparing documentation for internal and external audits.
• Support CAPA tracking and non-conformance documentation where required.
• Contribute to continuous improvement initiatives within operations.

Competency requirements

· A positive, pro-active can-do attitude.

· Attempt to keep up to date with the ever changing technological and social advances across the healthcare services industry.

· Have the ability to communicate clearly with strong and adaptable interpersonal skills.

· Honest, trustworthy and reliable – demonstrate good integrity.

· Time management and ability to prioritise tasks to ensure customer and business needs are met.

· Have strong attention to detail with the ability to take a holistic view when appropriate.

· Remain calm and upbeat even in difficult circumstances, always looking for continuous improvement.

· Self-motivated and able to perform as part of a team, supporting their colleagues when required.

· Strong verbal and written communication skills.

· Follow Company Quality, Environmental and Health & Safety Procedures.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow any other job-related instructions and to perform other job-related duties requested by their manager.