Logistics Administrator

Reports to the Purchasing and Logistics Management Department.

Position objective:

To execute daily logistics operations, ensuring that shipments are carried out on time, according to specifications, and at a cost aligned with the agreements negotiated by the Logistics Manager. Manage requests while acting as the daily point of contact with approved logistics providers. Handle all documentation related to each operation and proactively monitor shipments to ensure traceability and the swift resolution of incidents.

Profile: 

Administrative-Operational profile with a problem-solving mindset

The role requires a solid administrative foundation combined with an operational dimension. In addition to managing documentation and records, the employee will actively interact with logistics providers, handle real-time incidents, and proactively monitor shipments.

Responsibilities:

• Document Management: Issue bookings, manage transport documentation (B/L, customs declarations, packing lists, certificates of origin), and coordinate customs clearance.
• Recording and Control: Maintain up-to-date shipment databases, logistics milestones, and freight rates, mainly using Excel and SAP.
• Operational Coordination: Communicate with logistics operators, freight forwarders, and customs agents to ensure compliance with agreements and resolve issues efficiently.

Key Competencies:

Accuracy, Organization, and Problem-Solving Skills

The position combines organizational skills with a results-oriented approach. The most relevant competencies are:

• Attention to detail and accuracy.
• Proactivity and follow-up: Ability to monitor shipments daily, detect deviations, and alert stakeholders in advance.
• Communication and assertiveness: Required to ensure logistics providers comply with agreements and to escalate issues clearly when necessary.
• Multitasking: Ability to manage multiple shipments simultaneously at different stages while maintaining control and quality standards in a fast-paced environment.
• Documentation and continuous improvement: Habit of thoroughly documenting incidents and claims to support analysis and process improvement.

Required Technical Knowledge

• International Logistics and Incoterms: Training in Logistics and International Transport is desirable to correctly apply agreed delivery terms.
• Foreign Trade Documentation: Knowledge of key import documents (Bill of Lading, customs declarations, packing list, commercial invoice, certificates of origin).
• Customs Management: Ability to coordinate import customs clearance, verify tariff classifications, and manage associated payments (duties and import VAT).
• Advanced Excel: Experience with pivot tables, lookup functions, and data consolidation.
• SAP: Previous experience in SAP environments within importing or distribution companies is an asset.
• Logistics Tracking Tools: Experience using freight forwarder and logistics provider tracking platforms to monitor shipments in transit.

Languages:

• English (B2 level): Mainly used for written communication with freight forwarders, shipping lines, and international suppliers, as well as import documentation management.

Education and Experience:

• Education: Higher Vocational Training or Bachelor's Degree in International Trade, Logistics and Transport, Business Administration, or a related field.
• Experience: Minimum 2–3 years in a similar position, preferably within an importing company, logistics operator, or freight forwarder. Experience in import logistics from Asia will be highly valued.

Main Duties:

• Manage transportation and logistics requests, select the appropriate provider from the approved panel, issue bookings, and manage all related documentation.
• Monitor shipments and ensure traceability by updating systems with logistics milestones and proactively reporting deviations or incidents.
• Manage incidents and claims, ensuring proper documentation for analysis and continuous improvement.
• Coordinate customs clearance, verify regulatory compliance of documentation, and manage import-related payments.
• Maintain shipment and freight rate databases and support the Logistics Manager in tenders and supplier evaluations.

What we offer:

• Gross annual salary based on qualifications and experience: €28,000–€32,000.
• Immediate start.
• On-site position. Company location: Miñano Technology Park (Álava, Spain).
• Company collective agreement.
• 2026 working calendar including public holidays and bridge days, 3 weeks of vacation in August, plus 67 hours of personal leave subject to manager approval. Pro-rated for later start dates. Annual working time: 1,687 hours.
• Working Schedule:
  • Monday to Thursday: 8 hours 10 minutes per day with flexible start and finish times (approximately 8:00 a.m. to 5:00 p.m.), including a minimum 45-minute lunch break.
  • Friday: 6-hour working day.
  • July and August: intensive schedule with 7-hour working days.