Operations specialist

Operations Specialist (Sea Freight, Air Freight, Trucking & Cross-Trade Logistics)

Location:
Madrid Department: Operations / Logistics Reports To: General Manager Position Summary We are looking for an experienced Operations Specialist to manage and coordinate international transportation activities across sea freight, air freight, road freight (trucking), multimodal logistics, and cross-trade shipments. The successful candidate will serve as a key point of contact for customers, carriers, agents, and internal stakeholders, ensuring the efficient execution of shipments while delivering exceptional customer service and maintaining profitability. This role requires a proactive logistics professional with strong operational knowledge, commercial awareness, and the ability to manage complex transportation solutions across multiple modes of transport.

Key Responsibilities
Customer Service & Commercial Support Act as the primary contact for customers regarding transportation requests, shipment status updates, and service inquiries. Prepare, issue, and follow up on customer quotations and tenders. Request and negotiate spot rates and ad hoc pricing with shipping lines, airlines, trucking companies, and agents. Recommend alternative logistics solutions to meet customer requirements and optimize cost and transit time. Handle customer escalations, claims, and service issues in a professional and timely manner. Develop and maintain strong relationships with customers, carriers, agents, and vendors. Freight Operations Coordinate and manage import, export, cross-trade, and transit shipments worldwide. Arrange and monitor sea freight (FCL/LCL), air freight, trucking, and multimodal transportation movements. Plan and execute door-to-door logistics solutions. Manage bookings with ocean carriers, airlines, trucking providers, and overseas partners. Route and reroute cargo when necessary to ensure service continuity and operational efficiency. Ensure all shipments are processed according to customer requirements and company procedures. Monitor shipment progress and proactively communicate delays or exceptions. Documentation & Compliance Prepare and verify shipping documentation, including: Air Waybills (AWB) House Air Waybills (HAWB) Bills of Lading (B/L) Commercial Invoices Packing Lists Customs Documentation Coordinate customs clearance activities with brokers and agents. Ensure compliance with international trade regulations, carrier requirements, and company policies. Maintain accurate shipment records and operational files. Financial & Administrative Responsibilities Enter shipment costs, revenues, and operational data accurately into the transport management system. Ensure all information required for invoicing is complete and correct. Support profitability by managing costs and identifying opportunities for operational efficiencies. Work closely with the Finance and Accounting teams to resolve billing discrepancies. Maintain accurate records of quotations, bookings, shipment milestones, and customer communications. Shipment Monitoring & Control Track and trace shipments from origin to final delivery. Verify delivery completion and obtain Proof of Delivery (POD). Provide regular updates to customers and internal stakeholders. Manage claims, shipment exceptions, delays, and service recovery actions. Coordinate with global agents to ensure seamless international shipment execution. Required QualificationsEducation Degree or diploma in Logistics, Supply Chain Management, Transportation, International Trade, or a related field preferred. Experience Minimum 3-5 years of experience in freight forwarding or logistics operations. Hands-on experience in: Ocean Freight (FCL/LCL) Air Freight Road Freight / Trucking Multimodal Transportation Cross-Trade Operations Import & Export Logistics Skills & Knowledge Strong understanding of international freight forwarding processes and documentation. Knowledge of customs procedures and international trade r