Air Export Administrative Agent

Belgie Vacature; Machelen; Sur place; EUR 32 000 - 42 000; Plein temps

Résumé du poste

Belgie Vacature is seeking an Air Export Administrative Agent to join the Machelen team. The role focuses on accurate processing of air export shipments, coordinating with customers, airlines, and internal departments to ensure smooth operations.

Initial 1-month fixed-term contract, followed by a replacement contract covering maternity leave and further absence, with a total assignment around 12 months. The ideal candidate has knowledge of air freight processes, strong administrative skills, and

Qualifications

• Knowledge of the air freight process and transport documentation.
• Administrative experience or strong administrative skills.
• Comfortable managing multiple tasks and priorities simultaneously.
• Strong organizational skills and attention to detail.
• Fluent in Dutch and English (spoken and written).

Responsabilités

• Track and trace air export shipments and manage documentation.
• Upload shipment documents into electronic systems.
• Support shipment pre-alerts and handling of temperature-sensitive cargo.
• Communicate shipment status and delays to customers.
• Ensure compliance with procedures and regulations.

Connaissances

Air export process

Documentation handling

Administrative skills

Multitasking

Organizational skills

Dutch & English proficiency

Formation

Transport & Logistics background

Outils

Electronic document management systems

Description du poste

Description

Our client is an international logistics leader and is looking for an Air Export Administrative Agent to strengthen their Air Export Team in the Machelen region.

We offer an initial fixed-term contract of 1 month, starting on 1 September, allowing sufficient time for onboarding and knowledge transfer followed by a replacement contract covering a maternity leave and subsequent absence. The total expected assignment duration is approximately 12 months.

Your Role

As an Air Export Administrative Agent, you will be responsible for the accurate and timely processing of air export shipments while ensuring excellent customer service throughout the shipment lifecycle. You will work closely with customers, airlines, and internal departments to guarantee smooth and efficient operations.

Key Responsibilities

Air Freight Administration

• Track and trace air export shipments through online systems and email communication.


• Manage and process shipment‑related documentation accurately.


• Upload shipment documents into electronic document management systems.


• Support the handling of shipment pre‑alerts and storage requirements, including temperature‑sensitive shipments.


• Follow up on active container leasing and end‑of‑lease activities.

Customer Service

• Inform customers proactively about shipment status updates and delays.


• Respond professionally to customer inquiries.


• Ensure customer requirements and operating procedures are consistently respected.

Compliance & Operational Excellence

• Escalate operational issues to management when necessary.


• Support continuous improvement initiatives to increase operational efficiency and service quality.


• Ensure compliance with company procedures, customer requirements, and regulatory guidelines.


• Follow up on operational discrepancies and system‑related issues.


• Assist with claim notifications to airlines when required.

Company

Place of Employment - Machelen

Your Profile

We are looking for a motivated logistics professional who thrives in a dynamic international environment.

Requirements

• Knowledge of the air freight process and transport documentation.


• A background in Transport & Logistics or a similar education is highly valued.


• Administrative experience or strong administrative skills.


• Comfortable managing multiple tasks and priorities simultaneously.


• Strong organizational skills and attention to detail.

Proactive and able to work independently.

Good computer skills and ability to quickly learn new systems.

• Fluent in Dutch and English (spoken and written).


• Strong communication skills with both customers and colleagues.

Personal Qualities

• Customer‑focused and service‑minded.


• Flexible and willing to go the extra mile when operational needs require it.


• No strict \"9-to-5\" mentality.


• Professional attitude and willingness to follow company procedures, policies, and dress code.


• Strong team player with a positive mindset.

Offer

What We Offer

• A challenging role within an internationally recognized logistics organization.


• Valuable experience in international air freight operations.


• A supportive onboarding period and training.


• Exposure to global customers, airlines, and logistics networks.


• A professional and collaborative working environment.


• An opportunity to further develop your logistics expertise within a fast-growing industry.