Remote Operations & Logistics Specialist

We are a manufacturing company producing machines and replacement parts for global distribution. We are seeking a detail-oriented, proactive Remote Operations & Logistics Specialist to join our team.

In this role, you will be key to keeping our day-to-day business running smoothly. We value team members who take full ownership of their tasks—meaning you don’t just execute instructions, but drive tasks through to completion, proactively solve problems, and ensure nothing falls through the cracks.

Key Responsibilities

1. Logistics & Inventory Management

• End-to-End Shipment Coordination: Take ownership of organizing, scheduling, and tracking international shipments of machines, components, and spare parts from dispatch to delivery.
• Customs Clearance: Prepare and review shipping documentation (commercial invoices, packing lists, certificates of origin). Experience or familiarity with EU import/export procedures is a strong plus.
• Inventory Tracking: Monitor stock levels of machines and spare parts, keeping inventory records accurate and up to date.
• Carrier Communication: Proactively liaise with freight forwarders, couriers, and customs agents to resolve delays and ensure smooth transit without waiting for promptings.

2. Vendor Cost Controlling & Review

• Invoice Verification: Audit incoming invoices from contractors and vendors against logged hours, agreed rates, and actual expenses to ensure total accuracy.
• Expense & Discrepancy Tracking: Flag discrepancies directly with vendors and follow up until issues are resolved.
• Cost Reporting: Assist management with basic cost tracking and variance reporting.

3. General Administration

• Organize operational documentation, digital files, and vendor records efficiently.
• Draft, edit, and manage professional email communications with international suppliers, logistics partners, and internal team members.
• Own general administrative workflows to ensure daily operations run without bottlenecks.

Requirements

• Task Ownership & Accountability: Strong self-starter mindset. You take complete responsibility for your assigned projects, follow up independently, and deliver results without needing constant oversight.
• Experience: 1–3 years of experience in administrative, logistics support, or operational roles (Entry to Mid-Level).
• Language Skills: Excellent written and verbal English communication skills.
• Technical Skills: Proficient in Google Workspace (Docs, Sheets, Drive) and/or Microsoft Office (Word, Excel, Outlook). Strong familiarity with spreadsheets and digital collaboration tools is essential.
• Logistics Knowledge: Understanding of international shipping concepts (Incoterms, freight documentation). Prior exposure to EU shipping regulations is beneficial.
• Work Setup: A reliable internet connection, a dedicated quiet workspace, and a functional computer setup for remote work.
• Soft Skills: Highly organized, detail-oriented, solution-focused, and comfortable working independently across time zones.

Working Hours & Flexibility

• Full-Time Commitment.
• Time Zone Overlap: You must be able to align your schedule to overlap for at least 4 hours with Central European Time (CET) business hours (typically 09:00 to 17:00 CET).