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 make sure 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).