Working Student – Logistics Operations

Please read the entire job posting; application instructions are provided at the end.

Location

Frankfurt am Main, Germany. Hybrid work pursuant to company policy

Reports to

Director of Supply Chain

Working Pattern

16 to 20 hours per week, flexible around lecture and examination schedules. Minimum commitment of 12 months.

Role Overview

We are looking for a reliable and well-organised Working Student to join our Supply Chain team in Frankfurt. This is a support position for the entire team, combining a clearly owned area of responsibility with hands-on assistance to our outbound, inbound and warehouse activities.

The successful candidate will take ownership of our proof of concept (POC) and replacement shipments, from the moment a request is received through to confirmed delivery at the customer. He or she will also manage the pool of demonstration equipment that travels to trade fairs and marketing events across Europe, and will support the inbound team on purchasing, imports and warehouse matters. The role suits a student who wants real responsibility rather than observation, and who is comfortable working with warehouses, carriers, customers and internal teams on a daily basis.

Major Responsibilities

POC and Replacement Shipments

• Receive, log and file incoming POC and replacement requests, ensuring every request is registered in the shipment tracker on the day it arrives
• Create and process the corresponding orders and delivery notes in the ERP system, keeping product references, quantities and addresses accurate
• Instruct the warehouse to pick, pack and prepare the goods, and confirm readiness, packaging details and collection arrangements
• Source and book transport, parcel or pallet, selecting the most suitable and cost-effective option for the required lead time
• Prepare and check the shipping documentation, and file it according to the department filing standard
• Keep the internal requester and the customer informed from request to delivery, including confirmation, tracking and proof of delivery
• Monitor open shipments, chase carriers and warehouses on delays, and escalate cases at risk of missing the agreed dispatch and delivery targets
• Maintain the records that allow cycle time and backlog to be measured reliably

Event and Fair Logistics

• Manage the pool of demonstration equipment and fair kits travelling to events across Europe, keeping track of where each kit is, what it contains and in what condition it is
• Plan and book transport between events and back to the Frankfurt base, respecting on-site delivery and collection windows
• Prepare the documentation required for cross-border movements, including customs formalities and ATA Carnets for destinations outside the European Union
• Coordinate with Event Marketing, local sales teams and staff on site on delivery times, unloading, contacts and collection after the event
• Check equipment on return, report damage or missing items, and arrange repair, replacement or replenishment
• Maintain the event logistics calendar and ensure requests are received within the agreed lead time

Demo and Giveaway Preparation

• Pick, pack and prepare demonstration units, samples and marketing giveaways in the office
• Maintain the stock of these items, monitor consumption and flag replenishment needs in good time

Inbound and Purchasing Support

• Create and follow up purchase orders in the ERP system, check supplier confirmations and follow up on discrepancies in quantity, price or date
• Track inbound shipments from suppliers, maintain estimated arrival dates and flag delays to the team and to internal stakeholders
• Collect and check import documentation such as commercial invoices, packing lists, certificates and product documents, and prepare complete files for the customs broker
• Support goods receipt posting, stock counts and the investigation of discrepancies together with our warehouse partners

Additional Responsibilities

Warehouse Support and Reporting

• Support day-to-day communication with our third-party warehouses and logistics partners
• Contribute to inventory accuracy by ensuring transfers, returns and adjustments are posted correctly and on time in the ERP system
• Prepare recurring reports on shipments, open backlog, cycle times and equipment status
• Support data clean-up in the trackers and in the ERP, and propose practical improvements to recurring tasks
• Provide general hands-on support to the team in the office, with occasional visits to warehouses or event sites and rare travel within Europe

Key Qualifications & Experience

• Enrolled at a university or college for the full duration of the contract, in any field of study
• First practical exposure to logistics, supply chain or operations, through an internship, a student job or an apprenticeship
• Fluent English, which is our working language. A second European language is a strong advantage
• Confident with Excel and comfortable learning to work in an ERP system
• Interest for AI automation
• Organised and accurate, able to handle a high number of small parallel tasks with short deadlines
• Available for 16 to 20 hours per week, with a minimum commitment of 12 months
• Comfortable with hands-on tasks in the office and available for occasional travel

Key Competencies

• Ownership of shipments from request to delivery
• Accuracy and discipline in record keeping
• Clear and timely communication with internal and external stakeholders
• Practical problem-solving under time pressure
• Reliability and consistency on recurring tasks
• Willingness to learn and to ask when something is unclear

Send your application before October 2 with your CV (cover letter optional) via email: [email protected]