Air Export Administrative Agent

Aviato; Machelen; On-site; EUR 28,000 - 40,000; Full time

Benefits offered by this job

Onboarding and training

International exposure

Collaborative environment

Job summary

Aviato is seeking an Air Export Administrative Agent to join its team in Machelen. You will ensure timely processing of air export shipments and provide excellent customer service throughout the shipment lifecycle.

You will handle documentation, system uploads, pre-alerts, and coordination with airlines and customers, while maintaining compliance and continuous improvement initiatives.

Qualifications

• Knowledge of air freight processes and documentation.
• Administrative experience or strong administrative skills.
• Excellent organizational skills and attention to detail.
• Proactive, independent and able to manage multiple priorities.

Responsibilities

• Track and trace air export shipments and manage documentation.
• Upload documents into electronic systems and handle pre-alerts.
• Communicate shipment status to customers and internal teams.
• Support compliance, operational excellence and system issue resolution.
• Assist with end-of-lease activities and claim notifications when needed.

Skills

Air freight process knowledge

Administrative experience

Strong organizational skills

Proactive and independent

Good computer skills

Dutch and English fluency

Education

Transport & Logistics education or equivalent

Job 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

• 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.

Profiel

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.

Aanbod

Place of Employment - Machelen

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.