Operations Coördinator

Customs Administrator

DFDS

Join Our Team and Play a Key Role in International Trade! Are you an organized, detail-oriented professional with a passion for administration and customer service? Do you thrive in a dynamic environment where accuracy, communication, and teamwork are essential? If so, we would love to hear from you. As a Customs Administrator, you will support our customs operations, helping to ensure smooth, efficient, and compliant international trade activities. This is an excellent opportunity to develop your knowledge and skills within a growing and supportive team while making a real impact on our daily operations. Your Responsibilities In this role, you will be responsible for a variety of administrative and operational tasks, including: * Managing and coordinating activities within a shared mailbox, ensuring timely follow-up and resolution of requests. * Serving as a point of contact for customers, suppliers, and internal stakeholders, providing professional and efficient communication. * Preparing standard customs declarations and customs-related transactions in accordance with instructions, established procedures and compliance requirements. * Creating and processing certificates and supporting documentation accurately and within agreed timelines. * Assisting in the preparation and reporting of customer KPIs. * Supporting the invoicing process and maintaining accurate administrative records. * Contributing to the continuous improvement of processes and supporting the team in achieving operational excellence. What Makes You a Great Fit We are looking for a proactive team player who combines strong administrative skills with a customer-focused mindset. You will succeed in this role if you: * Demonstrate a professional, flexible, and service-oriented attitude. * Are highly organized and enjoy working with accuracy and attention to detail. * Take initiative, think proactively, and enjoy finding solutions to challenges. * Have a process-driven mindset and can work effectively within structured procedures. * Communicate confidently and professionally with colleagues, customers, and suppliers. * Are fluent in both Dutch and English, spoken and written. * Possess strong computer skills and are comfortable working with Microsoft Office applications. * Have an interest in customs, international trade, and compliance. * Have customs knowledge or experience, which is considered an asset but is not required. We think the strongest teams are built on diversity and inclusivity. Contrasting opinions, varied skills and strong characters bring out the best in us all. And we cannot wait for you to join.    Why Join Us? * Be part of an international and dynamic organization. * Work in a collaborative team environment where your contributions are valued. * Gain exposure to customs and international trade operations. * You will be offered a fixed-term contract with the option of a indefinte contract. * A competitive salary with fringe benefits (ADV, meal vouchers, commuting allowance, hospitalisation insurance, group insurance, flexplan). * Enjoy opportunities for professional growth and continuous learning. * Take on a varied and challenging role with direct impact on customer satisfaction and operational success. * Join a company that values quality, compliance, teamwork, and continuous improvement. Join the movement and grow with us. Ready to Make an Impact? If you are looking for a position where you can grow professionally, develop valuable customs knowledge, and be part of a dedicated team, we invite you to apply and become an integral part of our success.

Operations Coordinator

Convelio

🎨 Who Are We? Convelio is a licensed freight forwarding company evolving at the intersection of Tech, Logistics and the Art World. We specialise in the global shipping & storage of high-end goods: paintings, sculptures, basically any valuable or bulky merchandise, alongside market leading SaaS technology to solve the problems that Registrars and Art Operations professionals face today. Our mission is to become a tech-driven company in a traditional industry, and therefore make the shipping & storage of bulky and valuable items as easy as possible by providing an online and seamless experience. We currently serve a wide range of customers from art galleries, antique dealers, auction houses, online platforms to interior designers. 🎩 Your Role: We are looking for a high-energy, results-driven, team-oriented Operations Coordinator to join our rapidly-growing Operations team to help us extend our success and keep our clients happy! You will be the key point of contact for both our customers and our freight and delivery partners. You’ll be managing the shipment end to end — from customer interaction, quoting, booking the shipment until final delivery, overseeing the whole project from start to finish for the clients in your portfolio.   ✏️ What you’ll do: Manage incoming customer shipment requests, including quotes & use of our pricing algorithm Book and then monitor shipments whether by courier, roadfreight or airfreight, and proactively update our customers about the shipments Coordinate with third party suppliers such as airlines and white glove agents and fix thousands of different issues every day to ensure that KPIs are consistently met Complete export customs entries for your shipments (you will receive training if you have not done this before) and make sure that every artwork is accompanied by the correct documentation Develop and maintain strong customer relationships, ensuring responsiveness and high service levels Collaborate with other Operations team members to troubleshoot and resolve customer issues Suggest improvements in operational processes within the Operations team to drive operational excellence Work closely with the tech team to contribute to the enhancement of current and future platforms and products 🧑‍🎨 Your profile: You have at least 2+ years experience in Freight Forwarding and a desire to develop your customer service skills. You are positive, curious, self-motivated and hands-on. You are an excellent learner and have the desire to adapt to new concepts and technologies. You are comfortable working with numbers (you’ll need to handle quotes for our customers!). You are detail-oriented, you have strong organizational skills and are disciplined in daily activity planning (ability to manage tightly, over time, a large quantity of information). You enjoy working in a challenging, fast-paced, target-driven and team-oriented environment. You are fluent in English, you have excellent written and verbal communication skills.   🌍 What we offer:  Flexibility and embracing technology: We work in a dynamic and evolving environment, where new processes are constantly developed. Convelio remains an agile start-up despite our growth, and quickly adapts to the market and clients’ needs An opportunity to be part of a constantly developing and innovative company that is transforming the art logistics industry A dynamic and kind team spirit, where you will have all space and support to fulfil your potential and where your ideas are highly valued    

Operations Coordinator

Alan

HEALTH CAN’T WAIT. Not for symptoms to get worse. Not for a six‑month appointment. Not for a system to catch up. But that’s exactly how healthcare works today. You wait, until you can’t. Alan exists to end the wait. Health is a universal right, and we believe this right can only become real when it’s coupled with prevention. We need to stop treating health as something we repair and start treating it as something we build, every day. It’s not solely a question of willpower. It’s the healthcare system itself that needs to work for everyone, in a sustainable way. So we are building the new standard in prevention insurance. Alan is the first company that integrates insurance, prevention, and care into a single, acclaimed user experience. We are on an incredible journey to build a global leading company, with a unique culture. We already partner with 40K+ companies of all sizes, serving more than 1M+ members, and have reached €800M+ in ARR. Prevention as the new norm. That's what we're building with our team of 800+ people. If it speaks to you: we're hiring across France, Spain, Belgium, and Canada. And beyond. ⭐️ OPERATIONS AT ALAN The Operations Community’s core responsibilities is to deliver at scale our insurance and health services : we build our platform and operational capabilities and run our processes to guarantee delight and efficiency. As we anchor our Insurance position, diversify our offering with health and well-being related services in 4 different countries (France, Belgium, Spain and Canada), our operations are increasingly complex and our challenges ahead have never been as exciting! Being an Ops at Alan means joining a team of 50+ talented, committed and passionate Ops across our countries, with a lot of interactions with Engineering, Product, Care and many other teams at Alan. We have a mix of Builder profiles, focused on (re)designing and implementing our processes and Operations Coordinators who deliver those on a daily basis while improving them. We want team members to deliver excellence to our companies and members and be ready to disrupt (and not only upgrade) the way we traditionally think about insurance or healthcare services. Want to learn more about Ops at Alan? Read how we work and hire and watch our team in action   🌍 FOR THIS ROLE, YOU NEED TO BE BASED IN FRANCE, BELGIUM OR SPAIN 🌍 The Operations Coordinator works on a specific subset of services we deliver (eg. claim reimbursement, fraud, clinic to name a few) . Their core responsibilities (+- 70/80% of the time) are to: * Run our Insurance or Health services processes - that's why we call them Ops Runners internally 😉 * Ensure the day-to-day follow up and monitoring of our operations * Flag risks and opportunities In details, your missions are: * Operating our processes: performing tasks like invoicing or claims treatment, growing and managing our network of providers, supporting internal teams (live and through documentation) * Contributing to the definition & owning the best monitoring scheme to track volumes/efficiency/SLAs, and identify risks and areas of improvement, internally or with our service providers * Supervising partnerships (e.g. teleconsultation, claim operators), participating in the negotiation rounds, daily communication to ensure business continuity * Performing controls on our daily operations to make sure the correct decisions were made and to identify training needs (internally as well as externally) * Escalating feedback, helping to prioritise and supporting initiatives to make our processes and services more delightful and efficient Next to running and monitoring our operations, you implement continuous improvements to our processes (+-20/30% of the time). This can be in a variety of ways, e.g. working with product teams to automate certain processes, enhancing our external communication, auditing our processes, automating some process steps using automation tools, … ⭐️ OUR RUN ORGANISATION ⭐️ Our Operations Coordinators or Ops Runners are organized in pools (3-7 runners) who are collectively responsible for running their scope. Examples of topics are: Alan therapy: members can book a therapy session with psychologists. You maintain smooth relationships with our psychologists, ensure therapy demand  matches the supply and contribute to several steps of their lifecycle at Alan (hiring, onboarding, invoicing, supporting booking management etc). Claims: We provide a best-in-class claims experience, including our own optic care service. You treat claims and assist in decisions regarding our coverage. Additionally, you monitor the performance of external service providers to meet SLAs & perform quality controls. You ensure glasses get delivered on time, member satisfaction is high, our frame collection is attractive, collaboration with opticians is smooth and efficient, …. Fraud: We run checks on claims submitted by our members, and build new ways of preventing fraud attempts. You investigate suspicious claims, prevent fraudulent payments or recover when we paid fraudulent claims. Set up:  We provide best-in-class experience to our Customers : a smooth on/offboarding of their employees and a seamless invoicing or billing. To do so, we continuously control & improve the quality of our processes : ensuring we have consistent information for invoicing, unlocking employee invite/removals in case of issue and supporting admin in case of payment issue or bankruptcy. Note: We look for profiles able to embrace any challenge and jump in any pool ! Depending on Alan needs (and personal interests), an Operations Coordinator will join in a pool and  can change and explore new scopes after some time. Do not hesitate to ask more concrete examples to the Operations Team Members you’ll meet during the process so they can share about their own scope. ⭐️ EXPERIENCE ⭐️ For this opportunity, we are aiming to hire within the A2-B1 level range. Since the scope of our Ops Runner role is extremely varied, we are open to candidates from different backgrounds : you could be a good fit for the Operations team at Alan if, for example, you: * Operated processes and services especially for companies during the scale up stage or in industrial/logistic industries * Worked in Support functions (Customer Support, People Operations etc) * Had a Customer facing Commercial experience, e.g. account manager or Customer Success Communications, such as Social Media, Internal/ External Communications * Handled event coordination ⭐️ SKILLS ⭐️ * Passionate about delivering & optimizing top notch operations: not scared to get your hands dirty to get into technical processes, making them clear and delightful for our operators and members * A keen problem-solver and challenger with a dig deep mindset: what drives you is member and customer satisfaction ! * Analytics skills, to be able to dive into our data * Highly organised with exceptional follow-up skills, with strong attention to details * Strong and structured in written and verbal communication in English as well as in French or Dutch * Able to work and learn independently in a fast-paced environment * Adaptable: you show flexibility and a strong ability to adapt to variable situations * It’s even better if you have experience in the insurance or the healthcare industry 🙌  PERKS & BENEFITS At Alan, we believe that being in good health is a basic need, and it starts with our employees. This is why Alaners are provided with a stimulating environment and perks ensuring they are happy, efficient and spend only high-quality time with co-workers. Therefore, we offer: * Fair rewards. Generous equity packages complement your base salary, for permanent contracts only. * Flexible Office. Amazing office space at our HQ, sponsored co-working hubs or a full-remote experience with home office equipment sponsorship, we want you to live where you’re the happiest. * All the tools you need. Top of the range equipment: Macbook Pro, keyboard, laptop stand, monitor, and Bose noise-canceling headphones. * Flexible vacation policy and flexible working hours. Organize your time as you wish. * Delightful healthcare insurance: Extremely comprehensive health insurance - 100% for you and your children, 90-100% for partners depending on your country (permanent contracts only). * Transport. Country-specific commuter benefits. * Learning & Training opportunities. A highly flexible Training policy free books and budget to attend and speak at conferences if the opportunity arises. * Personal growth through coaching: At Alan, coaching isn't just a perk - it's core to who we are. Every Alaner is paired with a dedicated coach from day one, who helps maximize their impact, nurture engagement, and navigate Alan's values to develop their full potential. Learn more about our coaching culture. * Parental leave. Extended parental leave for all new parents, for permanent contracts only. IMPORTANT NOTE: WE HIRE PEOPLE, NOT ROLES. If you're excited about this opportunity but don't check every box, we'd love to hear from you. Everyone, no matter how underrepresented, should feel free to apply as it can only bring learnings or success. If you identify yourself as a woman: Did you know that research shows women often apply only when meeting 100% of requirements? Remember, this is just a guide, not a checklist. We'll be thrilled to receive your application! 🔖 Check out our About Alan and Career pages, as well as our Medium, blog and Glassdoor page for more info. Please note that we don't sponsor Visas for the operations coordinator role.