Logistics Administrator

instacar is guided by our core values: Be Fair, Be Bold, Be Patient. We’re committed to fairness in all our collaborations, bold innovation and patience in our growth.

In less than six years, we’ve achieved significant milestones, establishing four prominent instacar points, investing in micro-mobility, and developing our own tech tools like instafleet, a fleet management solution, crafted in-house to streamline operations. Additionally, our all-in-one app provides instadrivers with a centralised platform to manage every aspect of their vehicle subscription seamlessly.

For our Operations team we are on the lookout for a Logistics Administrator to own the coordination and execution of all vehicle movements across Greece, managed through external logistics partners (3PL). In this role, you will act as the central point for all vehicle transfer requests, responsible for planning, routing, booking, and ensuring execution through third-party providers. You will manage the full movement flow (trucks & ferries), control costs, and ensure vehicles are transferred efficiently and on time via our external partner network. You will report directly to the Logistics & Transportation Supervisor.

Your Responsibilities:

• Coordinate and manage external logistics partners (carriers, ferry providers, etc.)
• Plan and execute vehicle movements (movement orders, bookings, follow-ups)
• Select the appropriate transportation method (truck / ferry) based on cost and delivery timelines
• Monitor ongoing shipments and ensure on-time execution
• Maintain accurate records of movements in ERP / fleet management systems
• Track key KPIs (cost, delivery times, partner performance) and support continuous improvement
• Communicate daily with partners and internal teams to ensure alignment and smooth operations
• Support cost negotiations and day-to-day partner management

• Previous experience in fleet operations, logistics, or customer service (experience in the automotive or mobility sector is a plus).

• Strong organizational and time management skills, with the ability to handle multiple tasks and priorities efficiently.
• Excellent communication and negotiation skills, able to interact confidently with customers, partners, and colleagues.
• Solid attention to detail and commitment to maintaining accurate records and high operational standards.
• Microsoft Office / Google Workspace; experience with fleet management or CRM systems is a plus.
• Familiarity with logistics KPIs and reporting
• Problem-solving mindset and proactive approach to daily challenges.
• Team-oriented attitude with a focus on delivering exceptional customer experience.