Logistics Administrative Specialist – Import/Export

About the role

We are seeking a Logistics Administrative Specialist to join our chemical supply team in Portugal. The role will support the full sales and purchase cycle, ensuring smooth import and export operations while maintaining compliance with contractual and regulatory requirements.

Key responsibilities

• Coordinate purchase orders with suppliers, manage loading instructions, and secure all required documentation.
• Liaise with customers to guarantee timely delivery, correct packaging, and provision of necessary unloading documents.
• Prepare and issue sales invoices, certificates of analysis, delivery notes, insurance certificates, transport documents (B/L or CMR), and certificates of origin.
• Book and monitor transport orders with logistics partners and oversee warehousing activities, including inbound/outbound logistics, storage, repacking, and labeling.
• Communicate with customs agents, follow up on import/export declarations, and verify supplier CoAs against sales specifications.
• Issue purchase orders for services and validate related invoices (customs, demurrage, transport, storage).
• Report claims to the HSEQ contact and ensure document legalization via embassies or chambers of commerce.

Required profile

• Strong communication and organizational abilities.
• Previous experience in a similar import/export or logistics administrative role.
• Fluency in English, both spoken and written.
• Legal authorization to work in Portugal.

Required skills