Logistics Specialist

Ajax Systems is seeking a Logistics Specialist to join their team in Warsaw. The successful candidate will be responsible for managing logistics operations, including shipment management, warehouse coordination, and invoice processing.

Responsibilities:

• Manage end-to-end domestic and international transport by road and courier via freight forwarders
• Analyze and optimize costs for freight, customs clearance, warehousing, and related logistics activities using TMS
• Prepare and run tenders for domestic and cross-border shipments; evaluate carrier bids to secure the best rates, transit times, and delivery terms
• Maintain strategic relationships with key carriers and forwarders; monitor service levels and performance
• Generate all shipping documents and courier labels per system and operational standards; coordinate pickups and deliveries with partners
• Issue transport orders in the ERP system and track execution
• Schedule delivery appointments with customers; liaise with Sales and Warehouse teams to align on dispatch slots
• Manage claims and discrepancies, collaborating with Operations, Logistics, and customers to resolve issues and provide high-quality support
• Coordinate with warehouse teams on order volumes and pick-pack schedules
• Generate ERP packing lists and prepare regional shipment documentation by customer order
• Monitor loading operations to safeguard on-time departures
• Arrange warehouse appointment notices and oversee inbound receipt and loading activities
• Investigate and resolve inventory discrepancies throughout the supply chain
• Support periodic physical inventory counts
• Record, verify, and reconcile invoices for logistics and customs services
• Enter invoices into ERP, allocate costs to individual shipments, and manage quarterly/annual settlements
• Coordinate with subcontractors to clear payment delays and balance variances
• Pack and label office parcels; arrange courier pickups and drop-offs
• Maintain stock of packaging materials according to internal demand
• Serve as primary contact for couriers to ensure seamless internal mail and parcel flows

Requirements:

• Bachelor's degree in Logistics, Supply Chain Management or a related field
• In-depth knowledge of road cargo transport document flow and regulatory frameworks (e.g. CMR Convention, ADR)
• Minimum of 4 years' hands-on experience in national and international logistics and freight forwarding
• Proven ability to apply and interpret Incoterms 2020 in import/export transactions
• Proficiency with ERP platforms and transport planning systems (e.g., TMS)
• Full professional fluency in Polish; English proficiency at B1/B2 level; Ukrainian is a strong advantage

Core Competencies & Personal Attributes:

• Strong quantitative skills with the capacity to analyze costs, KPIs, and performance metrics
• Proactive in issue identification and rapid resolution of operational challenges
• Exceptional at prioritizing tasks, managing deadlines, and coordinating cross-functional activities
• Collaborative mindset with excellent interpersonal and stakeholder management abilities
• Comfortable multitasking under high workload; responds effectively to changing priorities and crisis situations
• Eager to embrace new tools (TMS, ERP) and best practices to optimize logistics processes