Documentation/logistics specialist

I. Key Responsibilities

1. International Transport Planning and Booking Management

• Based on spare part urgency and cost requirements, develop optimal transport solutions (air/road/multimodal), and independently handle inquiry, price comparison, booking, and space confirmation.
• Review transport contracts and service terms, initiate internal approval processes to ensure compliance and mitigate logistics risks.
• Collaborate closely with headquarters’ procurement, planning, and production teams to forecast dispatch needs in advance, coordinate shipping schedules, and ensure uninterrupted material supply to the Hungarian plant.

2. Import/Export Documentation Coordination and Compliance Control

• Lead the preparation, review, and delivery of all required import/export documents (invoices, packing lists, certificates of origin, sanitary/phytosanitary certificates, insurance policies, etc.), ensuring accuracy and full compliance with Hungarian and EU customs regulations.
• Review letter of credit (L/C) terms in accordance with trade incoterms (FCA, EXW, DAP, etc.) to avoid discrepancies.
• Verify draft customs declarations and bill of lading (B/L) information; establish a robust document archiving system to meet customs audits and internal review requirements.

3. End-to-End Shipment Tracking and Emergency Exception Handling

• Monitor the entire logistics chain from domestic pickup, export customs clearance, international transportation, to Hungarian import clearance and final delivery, and provide regular in-transit status reports to relevant stakeholders.
• Set up an early warning mechanism for exceptions; respond quickly to and resolve issues such as transit delays, cargo damage, customs inspections, missing documents, etc.; lead emergency mitigation measures to minimize production impact.
• Act as the Hungarian logistics hub, maintaining effective communication with business units, customers, freight forwarders, customs brokers, trucking companies, and overseas warehouses to ensure transparency and aligned actions.

4. Logistics Cost Control and Data-Driven Management

• Verify logistics costs per shipment (freight, ancillary charges, warehousing, customs brokerage, etc.) to ensure invoice compliance and accuracy; initiate payment requests and track payment progress.
• Establish and maintain a comprehensive electronic logistics ledger recording order details, transport milestones, cost breakdowns, customs status, etc.; regularly generate cost analysis and performance reports.
• Participate in annual logistics supplier performance evaluations, provide data-backed improvement suggestions, and drive transport route optimization, cost reduction, and service enhancement.

II. Qualifications

1. Education

• Associate degree or above，preferably in International Trade, Logistics Management, Supply Chain Management, Business English, or related fields.

2. Work Experience

• 3+ years of experience in international logistics operations or management; experience in manufacturing (especially spare parts / aftermarket materials) import/export is highly preferred.
• Familiar with the full process of air/sea/road import and export; proficient in HS code classification, rules of origin, and EU customs regulations.
• Experience in logistics supplier management and transport contract negotiation is a plus.

3. Language Skills

• English: Fluent in spoken and written English, capable of using it as a working language for seamless communication with headquarters, overseas agents, and thirdparty logistics providers (mandatory).
• Hungarian: Basic conversational ability is preferred (useful for liaison with local customs brokers, warehouses, and government agencies).
• Chinese is an advantage but not required (depending on headquarters communication needs).

4. Technical Skills

• Proficient in Microsoft Office (especially Excel data analysis); strong data processing and reporting skills.
• Experience with ERP systems (e.g., SAP, Oracle) or freight management systems (e.g., CargoWise) is preferred.
• Knowledge of TMS (Transport Management System) or supply chain visibility tools is a plus.

5. Core Competencies

• Possess a bigpicture perspective and strong coordination skills, able to manage resources across multiple shipments and transport modes while balancing timeliness and cost.
• High sense of responsibility and meticulous attention to detail; capable of operating with zero errors under pressure.
• Excellent communication, coordination, and problemsolving abilities; adept at driving collaboration in crosscultural environments.
• Selfmotivated and proactive, able to identify process pain points and propose improvements, while also being a strong team player.