Logistics Administrator at Otonomee

Lisbon, , Portugal -

Full Time

Start Date

Immediate

Expiry Date

14 Oct, 26

Salary

16775.0

Posted On

16 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Purchase Order Management, Order Fulfilment, Retailer Compliance, Inventory Management, Return Management, Data Analysis, Excel, Google Sheets, VLOOKUP, XLOOKUP, Amazon Vendor Central, Jira, English Communication, Stakeholder Management, 3PL Coordination, Time Management

Industry

Outsourcing and Offshoring Consulting

Description

About The Role Job Title: Logistics Administrator Location: Remote based in Portugal Terms: Permanent Contract / Full-Time 40h weekly Salary: €16,775 Gross per annum (inclusive of holiday allowances, paid in 14 installments) Schedule: Monday to Friday: Shift 1 - 09:00 to 17:30 / Shift 2- 13:00 to 21:30 We are looking for an experienced Logistic Administrator to join the team and ensure highest levels of service delivery to our client OURA. This is a permanent work from home position based in Portugal As a Logistics Administrator, you will primarily support new retail partnerships by managing purchase orders and order fulfilment for key retail partners in the North America, EMEA and APAC regions, ensuring accuracy, timely processing, and adherence to retailer compliance requirements. You will also maintain daily communication between the company, customers, and logistics partners, while driving initiatives to optimize operations and enhance overall efficiency. WHAT YOU'LL BE DOING Purchase Order and Order Fulfilment Management: Oversee and manage purchase orders for key retail partners, D2C and B2B in the NA, EMEA and APAC regions. Ensure order accuracy by reviewing inventory levels and processing orders promptly. Claim management, freight booking, ASN and PO creation, stock movement. Coordinate the execution of orders, including shipping and deliveries, to meet the specific requirements and expectations related to B2B, D2C, 3PL and retail partner orders. Order Processing & Management: Download and process Purchases Orders (POs) from vendor portals. Format and manage data in excel and google sheets for seamless system uploads. Assist with issuing labels and handling documentation for shipments. Retailer Compliance: Ensure adherence to retailer-specific requirements, including understanding and implementing routing requirements, creating Advance Shipping Notices (ASNs), and analyzing Key Performance Indicators (KPIs) to meet retailer expectations. Reporting and Documentation: Maintain comprehensive records and provide regular reports on inbound and outbound shipments, inventory levels, returns, and overall logistics performance. Format and manage manual data in excel and google sheets for system uploads. Extract data from multiple sources and utilize Excel functions (e.g., XLOOKUP) for analysis and reporting. Inventory Management: Track and manage inventory levels for packaging materials, components, and finished goods. Reconcile 3PL inventory as needed and process necessary transactions to ensure accuracy. Return Management: Manage the return process, including handling returns and coordinating with partners, finance, and customer service. Oversee return inventory processes such as disposition and refurbishment. Collaboration: Build and maintain effective relationships with key stakeholders, including internal teams, retail partners, and third-party logistics (3PL) partners, to ensure smooth operations and resolve issues as they arise. Logistics Optimization: Identify areas for improvement within logistics and supply chain processes. Collaborate with internal teams and logistics partners to implement enhancements and provide business recommendations for increased efficiency and cost-effectiveness. Your profile 2-3years of experience in an administrative role essential Logistics experience AND/OR Qualification in Logistics essential Must have ability to work independently and self-manage Must have strong attention to detail and accuracy in data entry and verification Time management and ability to prioritize workflow based on daily needs Must be proficient with Excel and Google Sheets, including ability to build and edit formulas such as VLOOKUPs Strong data management skills, including extracting, formatting and uploading data Experience in Amazon Vendor Central is advantageous Proactive communication skills and ability to escalate issues appropriately Experience with Jira or similar project management/checklist tools advantageous Excellent English written and verbal communication skills to C1 level. Ability to work shift hours (either 9:00-17:30 or 13:00-21:30 Monday to Friday) Self-motivated and able to handle ad hoc problem-solving Possess a passion for delivering excellent customer service. Why us? Fully Remote work based in Portugal. A competitive salary. Equipment provided. Home office allowance. Online Gym and Wellbeing Studio. The opportunity for professional growth. Fun company events and team outings. Autonomy and Responsibility. OTO1 About us Otonomee is an award-winning Customer Management Outsourcing business delivering scalable, tech-driven, and people-focused solutions. Over the past year, we were proud to win the CCMA Best Employee Engagement Award and to rank number 10 in the Deloitte Fast 50. Through our remote-first operating model, we help organisations optimise customer interactions, reduce costs, and increase efficiency, combining automation and data-driven insight with a strong human focus. Founded in 2020 by Aidan and Hilary O’Shea, Otonomee was created to challenge the traditional “big city, big building” BPO model. Instead, we offer a nimble, bespoke service that isn’t limited by contact-centre capacity. Our flexible approach allows us to scale quickly, respond to seasonal or product-led demand, and support clients wherever their markets take them. Otonomee is built to be better for people, partners, and the planet. We have been a certified B Corp since September 2023 and were recently recognised as an EY Entrepreneur of the Year finalist. In just five years, we have grown to more than 650 employees, representing 55 nationalities across Europe, America and Asia. We work with leading Irish and major US technology and e-commerce brands with complex global needs, supporting them with high-quality, premium customer experiences. At Otonomee, equality, diversity, and inclusion are central to how we operate. We foster a culture of dignity, respect, and openness, where different perspectives are valued and everyone is encouraged to be curious, bold, and heard. Together, we grow.

Responsibilities

Manage purchase orders and order fulfilment for retail partners across NA, EMEA, and APAC regions while ensuring retailer compliance. Coordinate logistics operations, inventory tracking, and return processes in collaboration with 3PL partners and internal teams.