The Logistics Specialist is responsible for ensuring the smooth and timely flow of goods, payments, and documentation between brands, retailers, and internal teams. This role oversees all aspects of the shipping process, from creating and managing import/export documentation to tracking deliveries and resolving customs issues. The position also manages contract documentation, seasonal assets, and pricing communications, while ensuring compliance with agreed timelines and terms. Acting as a key liaison between warehouses, logistics teams, and brand partners, the role requires exceptional organizational skills, attention to detail, and the ability to coordinate multiple stakeholders to deliver efficient, accurate, and on-time operations.
JOB DUTIES & RESPONSIBILITIES
- Monitor all shipping activities, reporting promptly to the manager on any customs issues, delays, or operational challenges.
- Coordinate with shipping companies to track shipments, ensuring successful delivery and resolving any issues swiftly.
- Liaise between brand warehouses and retailers to ensure shipments are executed in a timely and efficient manner.
- Work closely with retailers’ logistics teams to manage and document delivery instructions, communicating them clearly to brands.
- Prepare and issue invoices, packing lists, production sheets, and other shipping-related documentation on behalf of the brands.
- Create and manage import/export documentation to ensure smooth cross-border movement of goods in compliance with regulations.
- Maintain accurate records of all contracts between brands and retailers, including terms of agreement.
- Keep shipment delivery records up to date and ensure all documentation is well organized and easily accessible.
- Gather payment settlement details and delivery confirmations to support the invoicing process.
- Ensure collections from retailers are made within agreed payment terms.
- Verify receipt of payment deposits prior to initiating designers’ production.
- Liaise with brands to monitor production progress and shipment schedules ensuring timelines are met as per agreements.
- Collect and analyze relevant data to prepare accurate and detailed monthly sell-through reports.
- Communicate recommended retail prices to all retailers, ensuring compliance across markets, including GEO pricing checks.
- Share market assets (e-commerce images, campaign shoots, PR books, etc.) with retailers in a timely and organized manner.
- Maintain effective communication channels between internal teams, brands, and retailers to support smooth operations.
- Organize and maintain all drive folders, ensuring contracts, invoices, order confirmations, and purchase orders are properly filed.
- Gather all seasonal materials from brands and upload them to Dropbox for team access.
- Support the team with logistics and administrative responsibilities as required, including ad-hoc operational needs.
KNOWLEDGE & EXPERIENCE
- At least 2-3 years experience in logistics management
- Organizational skills
- Time management
- Communications skills
- Research skills
- Negotiation skills
SKILLS & ABILITIES
- Articulate in both written and spoken English
- Negotiation skills
- Excellent organizational skills
