Export & Logistics Admin

As our Export & Logistics Admin, you will serve as a vital link connecting operational production output with the smooth execution of international shipments. Operating right at the intersection of inventory management and global distribution, you will work closely with the Finished Goods team, warehouse operations, and international shipping partners to ensure every Velixir product moves seamlessly from our facility to its final destination.

We are looking for someone who brings structure, precision, and proactive coordination to our logistics pipeline. Someone who understands that logistics is not just about moving boxes—it is about timeliness, accuracy, and clear communication. You will be the main point of contact ensuring that packing schedules, export timelines, and fleet pickups are perfectly synchronized every day.

Bring your attention to detail, strong organizational instincts, and clear communication to help drive Velixir's operational excellence as we expand our reach.

Key Responsibilities

• Manage Export Logistics & Forwarder Relations: Serve as the primary point of contact for freight forwarders, managing bookings, shipment schedules, vessel/flight departure times, and operational updates.
• Coordinate Sample & Priority Shipments: Handle end-to-end shipments for international product samples and express deliveries via DHL and global courier services, from waybill processing to pickup coordination.
• Align Warehouse & Delivery Schedules: Work closely with the Finished Goods warehouse team to align packing, labeling, and cargo preparation processes with freight forwarder pickup schedules.
• Manage & Verify Shipping Documentation: Receive, cross-check data accuracy, archive, and manage export documents (such as Packing Lists, Commercial Invoices, Shipping Instructions, and Delivery Orders) with high precision for smooth shipping workflows.
• Maintain Real-Time Inventory & Track Shipments: Update finished goods stock movements in the system, track outbound shipments, and proactively provide status updates to internal teams.
• Resolve Operational Bottlenecks: Identify potential delays or documentation discrepancies early, coordinating swiftly with internal teams (QC, Warehouse, Logistics) and external partners to keep shipments on track.
• Monitor & Report Operational Performance: Maintain accurate records of shipment timelines, freight costs, and forwarder performance to help refine logistics workflows over time.

Requirements

• Education: Minimum Bachelor's Degree (S1) in Logistics, Transportation Management, Office Administration, Management.
• Minimum 1–2 years of experience in logistics administration, finished goods management, export coordination, or supply chain operations.
• Practical knowledge of export procedures, freight forwarding operations (Air & Sea), and international courier platforms (such as DHL Express).
• Strong administrative discipline with high attention to detail, meticulous file/document management, and proficiency in Microsoft Excel (and ERP/WMS systems).
• Exceptional communication and coordination skills, with the confidence to handle daily interactions between warehouse teams, forwarders, and logistics partners.
• Good English proficiency (verbal and written) for clear communication with international couriers and shipping documentation filing.
• Structured, proactive, and calm under pressure—capable of managing multiple timelines and pickup schedules simultaneously.
• Strong sense of ownership and reliability, ensuring that every scheduled shipment is executed without missing a beat.