Air freight Operations Specialist

Required Qualifications

• Experience: Minimum 1–3 years of proven experience in freight forwarding, air operations, or air logistics management.
• Languages: Fluency in both Polishand English is required (written and spoken). You must be comfortable drafting professional emails and speaking on the phone with international partners in English.
• Industry Knowledge: Solid understanding of air freight processes, global trade regulations, and Incoterms.
• Technical Skills: Competency in modern Transport Management Systems (TMS) and Microsoft Office (Excel, Outlook).
• Soft Skills: Exceptional problem-solving capabilities, strong team-player mindset, and the ability to perform well under pressure in a fast-paced environment.

We are looking for an experienced Air Freight Operations Specialist to join the team of an international freight forwarding company in Warsaw. In this role, you will be responsible for the smooth and efficient coordination of air freight shipments, working closely with customers, carriers, overseas partners and internal teams.

This is a great opportunity for a hands-on air freight professional who enjoys working in an international environment, taking ownership of shipments and ensuring high-quality service from booking through to final delivery.

Key Responsibilities

• Shipment Coordination: Manage and execute end-to-end air freight logistics (imports and exports). Arrange carrier bookings and coordinate container haulage with local and international transport partners.
• Documentation & Customs: Prepare, verify, and complete vital shipping documents, including Bills of Lading (B/L), commercial invoices, certificates of origin, and customs clearance paperwork.
• Tracking & Milestone Management: Track shipment progress from origin port to destination. Monitor vessel schedules and proactively resolve transport challenges.
• Stakeholder Communication: Maintain daily communication in both English and Serbian with clients, shipping lines, and global agents. Keep all parties updated on shipment ETAs.
• Financial Administration: Handle daily administrative file processing, update Transport Management Systems (TMS), process vendor invoices, and prepare operational costing sheets.