About the role : We are looking for an
Inbound Logistics Administration Officer at our European Distribution Center in Olen! You'll be the key point of contact, managing logistics documents, customs declarations, and enhancing customer experience. Plus, you'll handle inquiries and complaints, ensuring everything runs like clockwork. If you're detail-oriented and thrive in a dynamic environment, this is the perfect opportunity for you!


Reporting Line: Reports to the EDC In-& Outbound Administration Manager.


Main responsibilities will include:


Logistics Administration:

• Plan and manage the workload for incoming ocean and air shipments.


• Handle administrative paperwork for EDC arrivals and process documentation.


• Participate in daily briefings to ensure resource alignment with incoming shipments.

Customs and Compliance:

• Manage customs shipments and provide instructions to carriers.


• Prepare and ensure the availability of necessary documents (CMR, delivery notes, invoices, customs documents, certificates, dangerous goods documents).

Stakeholder Communication:

• Connect with external stakeholders such as carriers, customs authorities, and customers.


• Collaborate with internal teams including Customer Care, Trade Compliance, and warehouse planning.

Trade and Quality Compliance:

• Prepare compliant inbound documents and ensure correct archiving.


• Follow operational processes and report non-conformities.


• Assist in internal and external audits.

KPI Management and Reporting:

• Setup, report, and manage KPIs.


• Ensure compliance with ISO 13485 requirements.

Complaint Management:

• Coordinate day-to-day operations and assist with customer service-related matters.


• Handle incident management, claims, and ECHO cases.


• Develop and present training materials, and mentor and train backup staff.

About you

• Experience in logistics administration or a related field.


• Strong organizational and communication skills.


• Knowledge of customs regulations and compliance.


• Ability to work collaboratively with internal and external stakeholders.


• Proficiency in using logistics software and tools.


• Proficiency in Dutch and English, both verbal and written; additional languages are a plus.


• Experience with SAP and QMS (Quality Management System - ISO 13485/CAPA) is highly desirable.