Operations Specialist

Aston Carter•Addison Township, IL

3d•Onsite

About The Position

This entry-level role supports air and ocean export operations by performing accurate data entry, coordinating shipments, and providing responsive customer service via email and other channels. You will work in a modern corporate logistics environment, arranging pickups and transportation, updating shipment and billing information, and maintaining clear communication with customers, vendors, carriers, and overseas offices. This position offers a strong career path within a global, Fortune 500 freight forwarding organization that promotes from within and invests in employee growth.

Requirements

Basic proficiency in Microsoft Excel for data entry and tracking shipment information.
Basic proficiency in Microsoft Word for working with documents and correspondence.
Ability to use Microsoft Outlook and email effectively for professional communication with customers, vendors, and internal teams.
Strong data entry skills with high attention to detail and accuracy in handling documentation and billing information.
Customer-oriented mindset with the ability to demonstrate strong customer service skills in written and verbal communication.
Proactive, go-getter attitude with a willingness to take initiative and not wait to be told what to do.
Ability to handle clerical and administrative support tasks in an office environment.
Comfort working in operations and logistics-focused roles that require coordination and follow-up.
0–2 or 3 years of retail or office experience, including internships or other entry-level roles, is acceptable.
Ability to work in a fast-paced environment and manage multiple tasks and communications simultaneously.

Nice To Haves

Bachelor’s degree is highly regarded, especially for recent college graduates with 0–1 year of office experience or internships.
Retail experience combined with some office exposure is valuable when paired with a strong desire to learn and grow in logistics.
Experience or familiarity with logistics, freight forwarding, or a corporate office environment is a plus.
Experience with air export operations is a plus.
Experience with ocean import or export processes is a plus.
Demonstrated ambition to build a long-term career within a large, global freight forwarder.
Strong communication skills for interacting with customers, vendors, carriers, and overseas offices.
Interest in growing into other areas such as sales, ocean operations, billing, or supervisory and management roles over time.

Responsibilities

Enter shipment, billing, and documentation details accurately into Excel and internal systems for air and ocean export shipments.
Perform data entry for export documentation, ensuring all required information is complete, accurate, and compliant with internal procedures.
Arrange pickups for customers, coordinating trucking transportation to and from shippers and other locations that require shipment handling.
Coordinate air and ocean carriers for export shipments, ensuring bookings align with customer requirements and schedules.
Communicate frequently with overseas offices regarding shipment status, documentation, and any issues that may affect transit or delivery.
Provide customer service primarily through email, responding promptly and professionally to inquiries about shipment status, documentation, and billing.
Maintain constant communication with customers to provide updates, confirm details, and ensure they receive timely and accurate information.
Support invoicing processes by ensuring billing information is up to date, accurate, and properly reflected in the system.
Use Microsoft Excel, Word, Outlook, and other Microsoft Office tools to manage data, track shipments, and support daily operations.
Provide general clerical and administrative support to the export team, including filing, organizing documents, and maintaining records.
Coordinate and arrange with vendors, carriers, and service providers to ensure smooth end-to-end shipment handling.
Collaborate with colleagues on the air and ocean export teams to prioritize tasks in a fast-paced environment and meet operational deadlines.
Demonstrate a proactive, go-getter attitude by taking initiative, seeking additional responsibilities, and supporting continuous process improvement.
Ensure all email communication is clear, professional, and aligned with company standards for customer support and service.
Assist with other operational duties related to logistics and freight forwarding as needed to support the overall export department.