Logistics Manager
Location: Portugal
Type: Full-time, permanent
Position Summary
The Logistics Coordinator will be responsible for establishing and managing SWD's logistics function as a coherent part of the company's value chain. This role requires a self-starting professional with an ownership approach to developing the function and the capability to systematise it quickly.
The successful candidate will transform logistics from a reactive, outsourced operation into a strategic department that contributes to the white glove customer experience and supports the company's rapid revenue growth.
Key Responsibilities
Transform logistics from reactive to strategic, ultimately owning the end-to-end order fulfilment process from supplier collection to customer final delivery
Workflow Mapping and Process Improvement
● Develop standard operating procedures (SOPs) for all inbound and outbound shipments.
● Map the complete logistics workflow initially and identify immediate areas for improvement.
● Document all logistics processes to ensure consistency, clarity, and scalability.
● Conduct regular reviews to optimise operational procedures to remove inefficiencies.
Function Development
Strategic Planning and Execution: Develop a comprehensive logistics strategy encompassing:
● Short-Term: Ensuring the immediate smooth running of the logistics function.
● Medium-Term: Scaling up logistics operations, particularly in the US market.
● Long-Term: Establishing a growth plan aligned with the company's overarching vision.
Sales and Capacity Forecasting: a. Collaborate with the Sales and Production teams to create a 3-6 month rolling sales forecast. b. Where feasible, align capacity planning with production capabilities and sales forecasts, establishing robust data-sharing mechanisms.
Organisational Development: Define the structure of the logistics department, clearly allocating key responsibilities within the team.
Supplier and Partner
Management Supplier Strategy & Management
Identify, engage, and manage preferred suppliers for essential broker services, ensuring full financial compliance (customs, tariff, and necessary documentation).
Source and manage product freight management partners for all key trade lanes:
○ Europe to UK
○ Europe to US
○ Intra-Europe (both EU and non-EU shipments)
Negotiate and establish long-term partnerships with selected carriers and freight forwarders.
Contracting & Performance
Develop and implement performance-based contracts that clearly define expectations for cost, lead time, and damage rates.
Monitor and rigorously evaluate supplier performance against critical Key Performance Indicators (KPIs), including: on-time delivery, adherence to lead times, quality control, and responsiveness.
Conduct regular business reviews with key suppliers to address current challenges and collaboratively agree upon actions for continuous improvement.
Operational Coordination
Transport Management & Planning: Coordinate all inbound and outbound logistics across various modes of transport, including air, ocean, and road freight.
Warehouse Operations: Oversee and manage warehousing and cargo consolidation activities.
Documentation & Compliance: Generate all necessary customs and shipping documentation to ensure regulatory compliance.
Shipment Visibility & Tracking: Provide comprehensive tracking and visibility for all shipments to proactively keep stakeholders informed (note: a dedicated service team handles direct communication with end-clients).
Cost and Performance Control: Handle freight cost management and continuously monitor carrier performance.
Courier, Returns, and Claims: Manage specific courier shipments (e.g., DHL, FedEx, UPS), as well as processing returns and managing claims.
Quotation and Feasibility: Prepare bookings, generate quotations, and conduct feasibility studies for different shipping solutions.
Cross-Functional Integration
Key Responsibilities for Improving Coordination and Process
● Establish Cross-Functional Coordination: Immediately focus on improving coordination among the Sales, Production, and Logistics departments.
● Lead Coordination Meetings: Facilitate mandatory weekly meetings to review Sales forecasts, Production status, and Logistics activities. The primary goal of these meetings is to enhance inter-departmental coordination and refine operational processes.
● Synchronize Production and Shipping: Link shipping schedules directly to production readiness, ensuring proactive communication of status updates to all internal teams and external customers.
● Mandatory Logistics Validation for Delivery Dates: Ensure that Sales confirms delivery dates only after receiving validation and approval from the Logistics function.
● Implement Communication Tools: Introduce and manage communication tools, such as a ticket system or a shared digital portal, to streamline information flow.
Systems and Technology Implementation
• Develop Integrated Systems: Collaborate on integrating logistics operations with production and sales planning systems (e.g., ERP/CRM).
• Define, test feasibility and if appropriate, implement a Transport Management System (TMS) to manage bookings, invoices, and tracking automatically
• Enhance Tracking Visibility: Build and maintain production tracking dashboards to provide a clear view of order status from initial receipt to final dispatch. Implement visibility tools including shared production calendars and red flag warning systems for delays
• Optimise Scheduling: Create integrated logistics planning tools designed to synchronize shipment schedules with expected production completion timelines.
Financial Management and Analysis
● Maintain detailed records and conduct analysis of all service invoices from third party logistics providers (3PLs) and freight forwarders.
● Identify opportunities to improve and/or manage margins and control costs within the logistics function.
● Prepare analysis for cost-reduction initiatives and contribute to logistics budget planning.
● Provide management with monthly reports on performance and cost-efficiency.
● Manage the customs support budget.
Performance Monitoring and Improvement
● Developing and tracking key performance indicators (KPIs) for logistics, focusing on:
○ Process efficiency (reducing cycle time).
○ Productivity per shipment.
○ Cost efficiency across different routes and shipping modes.
○ Adherence to logistics processes by sales and production teams.
○ Customer feedback and satisfaction. ● Continuously monitoring the entire logistics process.
● Proactively seeking opportunities to optimise operations, reduce costs, and enhance quality while consistently meeting customer requirements.
● Providing insights to improve selling and production processes, ultimately maximizing the 'white glove' customer experience. Essential Qualifications and Experience Proven experience in logistics coordination, supply chain management, or freight forwarding.
● International Trade Knowledge: Strong understanding of international logistics, including customs regulations, tariffs, and compliance for the UK, EU, and US markets.
● Multi-Modal Freight Management: Experience managing freight across various modes (air, ocean, road).
● Process Improvement: Demonstrated ability to design and implement operational processes and Standard Operating Procedures (SOPs).
● Vendor Negotiation: Experience negotiating with carriers, freight forwarders, and logistics service providers.
● Technical Proficiency: Proficiency with Transport Management Systems (TMS) and ERP/CRM platforms.
● Analytical Skills: Strong analytical capabilities, including experience in Key Performance Indicator (KPI) development and performance reporting. Key Attributes
● Communication & Coordination: Excellent coordination and communication skills across multiple functions.
● Proactive & Ownership Mentality: Self-starting personality with an ownership approach to problem-solving.
● Adaptability to Growth: Capability to work systematically while managing rapid growth and scaling requirements. Desirable Skills and Attributes Logistics & Supply Chain Expertise
● Specialised knowledge of last-mile delivery and white glove service models.
● Familiarity with supplier performance management, including the use of scorecards.
● Understanding of warehouse operations and consolidation management.
● Experience in the luxury goods or high-end manufacturing sector.
● Knowledge of EU VAT and EORI registration processes. Strategic & Project Management Skills
● Proven ability to establish and scale logistics departments from inception.
● Project management experience, particularly in leading supply chain transformation initiatives.
Language
● Fluency in Spanish or Portuguese is a plus, given the primary supplier base in Iberia. Ability to speak English is also a must.
What success looks like Success
in this role will be measured by:
Reduction in logistics costs and improvement in cost efficiency per route
Improvement in on-time delivery performance from suppliers to customers
Successful implementation of documented workflows and SOPs
Achievement of integrated planning between sales, production, and logistics
Establishment of reliable supplier partnerships with measurable performance improvements
Implementation of TMS and visibility tools
Monthly reporting accuracy and timeliness
Customer satisfaction with delivery experience
Contribution to the overall white glove customer journey
The role may evolve to manage additional logistics staff as the function grows to support the company's expansion plans. Location and Working Arrangements This role will require coordination with suppliers in Spain and Portugal, partners in the UK, and (potentially) customers across the UK, Europe, and US. The position may require occasional travel to supplier locations and logistics hubs.
Application Process Interested candidates should submit a CV and cover letter detailing their relevant experience to