ADMINISTRATIVE & LOGISTICS MANAGER

ABOUT ÉSLUMIÈRE

ÉSLUMIÈRE is a next-generation luxury digital retail platform connecting exclusive runway pieces, emerging designers, and high-end brands with a global audience through a curated e-commerce experience.

The company is currently in its build and pre-launch phase.

We are seeking a highly organised and detail-driven Logistics Coordinator to manage ÉSLUMIÈRE's entire shipment operation — from carrier relationships to certification and compliance for every shipment sent to our international clients.

ROLE OVERVIEW

The Logistics Coordinator will be responsible for the end-to-end management of ÉSLUMIÈRE's shipping operations, ensuring that every item: often high-value, limited-edition pieces: reaches the client safely, on time, and in full compliance with customs and certification requirements.

This role demands operational precision, strong negotiation skills with international carriers, and a genuine sensitivity to handling luxury products that require exceptional care, documentation, and traceability.

The ideal candidate combines a process-driven, analytical mindset with the agility of a startup environment, building logistics processes from the ground up and scaling them as the brand grows.

KEY RESPONSIBILITIES

1. CARRIER MANAGEMENT

• Select, negotiate, and manage relationships with international carriers specialised in high-value and luxury goods.
• Compare rates, delivery times, and service levels to optimise cost and shipment quality.
• Ensure delivery SLAs are aligned with the brand's promise of a premium service experience.
• Resolve carrier-related issues (delays, damage, lost shipments) quickly and professionally.

2. SHIPMENT CERTIFICATION & COMPLIANCE

• Ensure all shipments meet certification, authenticity, and documentation requirements for luxury goods (e.g. certificates of authenticity, shipping insurance, customs documentation).
• Manage all export/import documentation, including country- and region-specific customs requirements.
• Ensure compliance with international trade regulations and luxury-sector-specific standards.
• Maintain organised, audit-ready records for every shipment, from warehouse to client.

3. SHIPMENT OPERATIONS COORDINATION

• Coordinate the full shipping process: preparation, packaging, labelling, pickup, and delivery.
• Track shipment status in real time and proactively anticipate delays or issues.
• Act as the key point of contact between the warehouse, carriers, and customer support team.
• Manage international returns and exchanges, ensuring a smooth, frictionless process for clients.

4.ADMINISTRATIVE & LOGISTICS MANAGER

We're looking for an organized, detail-driven Administrative & Logistics Manager to take ownership of our back-office operations: from invoicing and financial admin to shipping and courier coordination. You'll be the person who keeps orders moving, invoices accurate, and our courier relationships running smoothly.

• What you'll do:

Administrative & Invoicing

• Manage day-to-day invoicing, including issuing, tracking, and reconciling invoices
• Handle billing documentation and ensure compliance with tax/fiscal requirements (SAF-T, VAT rules, etc.)
• Maintain accurate financial records and support month-end reporting
• Liaise with accounting/finance on discrepancies and outstanding payments

Logistics & Courier Management

• Own the end-to-end shipping process, coordinating with couriers including CTT, DHL, Fed-EX and UPS
• Set up, monitor, and optimize shipping methods, rates, and delivery timelines
• Track shipments, resolve delivery issues, and manage returns/claims with courier partners
• Negotiate and manage courier contracts and service-level agreements

Systems (Odoo)

• Work daily within Odoo to manage inventory, sales orders, invoicing, and shipping workflows

• Configure and maintain product data (SKUs, HS/customs codes) and delivery methods within Odoo

• Troubleshoot system issues and work with our Odoo partner on improvements/integrations

• Ensure data accuracy across Odoo modules (Sales, Inventory, Accounting)

• What you bring:

• Proven experience in an administrative, operations, or logistics role

• Hands-on experience with Odoo (Sales, Inventory, and/or Accounting modules) — essential

• Experience coordinating with courier/shipping providers ( CTT, DHL , or similar) — essential

• Strong understanding of invoicing processes and basic fiscal/compliance requirements

• Excellent organizational skills and attention to detail

• Comfortable managing multiple priorities and solving problems independently

• Fluent in Portuguese and English

• Nice to have:

• Experience with e-commerce platforms (e.g., Shopify) and how they connect to ERP systems

• Familiarity with SAF-T and Portuguese invoicing/fiscal requirements

• Background in fashion, retail, or e-commerce operations

PROFILE & EXPERIENCE

Prior experience as:

• Logistics Coordinator
• Shipping & Logistics Manager
• Supply Chain Coordinator
• Operations & Fulfilment Coordinator
• Trade Compliance / Customs Coordinator

Background in:

• Luxury or premium fashion e-commerce
• High-end retail or lifestyle brands
• Digital-first consumer brands with global ambition
• Startups where polyvalence and speed of execution are valued
• Administrative skills

Strong expertise in:

• Proven experience managing international carriers and negotiating shipping contracts
• Solid knowledge of certification processes, customs documentation, and international compliance
• Rigour and attention to detail when handling high-value products
• Analytical mindset to optimise shipping costs and delivery times
• Sensitivity to the tone and standards expected of a luxury brand
• Experience with platforms such as Shopify, warehouse management systems (WMS), or equivalent
• Highly polyvalent: able to switch between strategy and hands-on execution
• Strong urgency management and problem-solving under pressure

WHAT ÉSLUMIÈRE OFFERS

• A key role in the operations of a high-growth luxury technology startup.
• Direct collaboration with the Founder and COO.
• Full ownership of the logistics function from day one.
• The opportunity to build the operations backbone of a brand with real cultural ambition.
• Competitive compensation structure (salary + bonus).
• Long-term growth into Head of Operations or Head of Logistics.