Logistics Administrator

Description

Job Title: 

Logistics   Administrator

FLSA Classification:

Full-time/Non-Exempt

Division:

Operations

Reports to: 

Operations Manager

Job Summary: 

The Operations Logistics Administrator is responsible for coordinating and supporting the day-to-day logistics and operational activities associated with the delivery, installation, service, and movement of office furniture. This position serves as a key administrative link between Sales, Design, Customer Service, Project Coordination, Operations, warehouse personnel, and field installation teams to ensure projects are properly planned, scheduled, documented, and executed.

The Operations Logistics Administrator monitors product availability and expected receipts, coordinates labor and delivery resources, maintains accurate project and scheduling information, and ensures field teams have the documentation, materials, and information necessary to successfully complete their work. The position also communicates directly with customers and internal teams to confirm project readiness, resolve scheduling or logistical issues, and proactively identify potential obstacles.

Success in this role requires strong organizational skills, attention to detail, effective communication, sound judgment, and the ability to manage multiple projects and priorities in a fast-paced environment. The Operations Logistics Administrator is expected to support Intivity's commitment to operational excellence, quality, safety, and an exceptional customer experience.

Essential Job Duties and Responsibilities:  (Additional duties may be assigned)

1. Operations & Logistics Coordination

• Coordinate the scheduling and logistics of office furniture deliveries, installations, moves, reconfigurations, and service calls.
• Monitor expected and confirmed product receipts and coordinate operational activities accordingly.
• Develop and maintain schedules that maximize labor efficiency while meeting customer requirements and project deadlines.
• Coordinate with Operations, warehouse personnel, installers, drivers, and other resources to ensure projects are properly staffed and supported.
• Identify potential scheduling, staffing, product, or project-readiness issues and communicate them proactively to the appropriate team members.
• Ensure assigned crews have the appropriate time, resources, skills, and information required to complete scheduled work.
• Maintain accurate scheduling and project information within Hedberg and other company systems.
• Follow established Standard Operating Procedures and actively participate in the Quality Improvement Process.

2. Project Readiness & Product Coordination

• Review project requirements and product receipt information to determine when projects are ready to move into delivery and installation scheduling.
• Coordinate with Sales, Customer Service, Project Management, Design, and Operations to verify project readiness.
• Monitor outstanding information, product, drawings, site conditions, or other requirements that could impact successful project execution.
• Confirm that installation and delivery requirements are understood before assigning work to field crews.
• Verify installation packets are complete and contain accurate and sufficient information, including drawings, order registers, delivery documentation, and other project-specific materials.
• Escalate discrepancies or missing information that may prevent a project from being completed successfully.

3. Customer Communication & Coordination

• Contact customers in advance of scheduled deliveries and installations to confirm project readiness and expectations.
• Communicate professionally with customers regarding delivery requirements, site readiness, access, timing, and other logistical considerations.
• Educate customers who are unfamiliar with office furniture delivery and installation processes regarding their responsibilities and what to expect.
• Conduct confirmation calls prior to scheduled work to verify dates, times, site conditions, and other relevant details.
• Communicate schedule changes, delays, or other issues to customers and internal stakeholders in a timely and professional manner.
• Maintain a customer-focused approach throughout the project lifecycle.

4. Scheduling & Resource Management

• Enter and maintain orders, schedules, assignments, and related information in Hedberg Scheduler.
• Assign installers, drivers, or other resources based on project scope, timing, location, product requirements, and crew capabilities.
• Adjust schedules as needed to accommodate product delays, customer changes, staffing requirements, project conditions, and other operational variables.
• Balance competing priorities while maintaining customer commitments and operational efficiency.
• Coordinate with Contract Labor vendors when supplemental labor is required to meet project needs, including communicating project scope, scheduling requirements, crew expectations, and other necessary details.
• Evaluate available internal and external labor resources and utilize Contract Labor vendors appropriately to support workload demands, maintain schedule commitments, and ensure projects are adequately staffed.
• Maintain effective communication with Contract Labor vendors regarding assignments, schedule changes, project requirements, and performance expectations.
• Coordinate changes and communicate updated schedules to affected departments, field personnel, and Contract Labor vendors.
• Ensure work crews, including internal and contracted resources, are appropriately scheduled and prepared to complete assigned projects safely, efficiently, and within established timelines.

5. Daily Operations & Documentation

• Prepare daily schedules and paperwork required to support delivery, installation, move, reconfiguration, and service activities.
• Generate and distribute delivery tickets, installation drawings, crew schedules, order registers, scheduling reports, and other required documentation.
• Prepare reports and system information necessary to support operational planning, including Furniture Scheduling Reports and Projected Billing Reports.
• Maintain accurate records, files, schedules, and operational data.
• Ensure changes to project scope, schedules, assignments, and other critical information are properly documented.
• Support accurate and timely billing-related documentation and project closeout activities.

6. Issue Resolution & Continuous Improvement

• Monitor scheduled work and proactively identify issues that may affect project completion, customer satisfaction, labor efficiency, or profitability.
• Investigate scheduling and logistical problems and coordinate appropriate solutions.
• Work collaboratively with internal departments to resolve project issues and minimize unnecessary delays, trips, handoffs, and rework.
• Participate in post-project completion meetings and operational reviews to identify opportunities for improvement.
• Contribute to the development and implementation of process improvements, standard procedures, and operational best practices.
• Support company initiatives designed to improve quality, productivity, communication, and customer satisfaction.

7. Administrative & General Responsibilities

• Maintain a professional and organized work environment.
• Respond to internal and external inquiries in a timely and professional manner.
• Handle confidential and sensitive information appropriately.
• Complete special projects and other operational or administrative assignments as requested by the Operations Manager.
• Perform all assigned duties accurately, professionally, and within established deadlines.
• Follow all company policies and procedures, including those outlined in the Employee Handbook and Corporate Safety Manual.

Accountabilities

The Operations Logistics Administrator is accountable for maintaining accurate and timely operational information, supporting efficient use of company resources, ensuring projects are properly prepared for execution, and facilitating effective communication between internal teams, field personnel, and customers.

The position is expected to proactively identify and communicate potential issues, maintain high standards of accuracy and professionalism, and contribute to the overall success and profitability of the organization.

The Operations Logistics Administrator is also responsible for following all Company safety policies and procedures as set forth in the Employee Handbook, Corporate Safety Manual, and applicable local regulations.

Supervisory Responsibilities

This position does not have direct supervisory responsibilities.

The Operations Logistics Administrator may coordinate the activities and assignments of field personnel, drivers, installers, and other operational resources but does not have direct responsibility for employee supervision, performance management, or disciplinary action.

Minimum Qualification Standards

· High school diploma or equivalent required.

· Previous administrative, logistics, scheduling, operations, customer service, or related experience preferred.

· Experience in the contract office furniture, commercial interiors, construction, moving, installation, or related industry preferred.

· Working knowledge of office furniture products, delivery processes, and installation requirements preferred.

· Ability to learn and effectively utilize company-specific software, systems, and processes.

Knowledge, Skills, and Abilities

· Strong organizational skills with the ability to manage multiple projects, schedules, deadlines, and details simultaneously.

· Excellent attention to detail and accuracy.

· Strong verbal and written communication skills.

· Professional and customer-focused communication style.

· Ability to establish priorities and effectively manage competing demands.

· Ability to work independently, investigate problems, exercise sound judgment, and initiate solutions.

· Ability to work effectively in a fast-paced, deadline-driven environment.

· Strong problem-solving and analytical skills.

· Ability to anticipate potential operational issues and proactively address them.

· Ability to coordinate effectively across multiple departments and functions.

· Ability to maintain accurate records, schedules, files, and data.

· Ability to make administrative and procedural decisions within established guidelines.

· Ability to maintain a professional manner and appearance.

· Ability to handle confidential and sensitive information appropriately.

· Ability to understand and follow established processes, procedures, and safety requirements.

· Ability to develop and maintain effective working relationships with customers, coworkers, vendors, and field personnel.

Equipment, Machines and Software Used

The Operations Logistics Administrator must be able to operate standard office equipment, including:

· Computer

· Telephone

· Printer

· Scanner

· Photocopier

· Design set plotter and related equipment

· Other standard office equipment as required

Computer Software

· Microsoft Outlook

· Microsoft Word

· Microsoft Excel

· Adobe Acrobat

· Hedberg or other order management/scheduling software

· AutoCAD and/or other design-related software as required

· Other company-specific software and systems

 Mental and Physical Requirements

The position requires the ability to:

· Sit, stand, and walk for extended periods as required.

· Talk and hear effectively in person and by telephone.

· Use hands and fingers to type, enter data, operate office equipment, and perform repetitive motions.

· Reach, bend, crouch, stoop, kneel, and perform other movements associated with a standard office and operational environment.

· Maintain concentration and attention to detail while working with multiple projects and frequent interruptions.

· Occasionally lift and/or move objects weighing up to 10 pounds.

Environmental Conditions

The Operations Logistics Administrator primarily works in an office environment but may occasionally be exposed to warehouse, delivery, installation, and other operational environments.

The position may be subject to indoor and outdoor environmental conditions, including variations in temperature, noise, dust, and other conditions associated with commercial office furniture operations.

Travel Requirements

Limited travel may be required as needed to support company operations, project meetings, customer requirements, training, or other business needs.

Pay Range

· $20.00 - $25.00 per hour

Disclaimer

· All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. 

· This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. 

· The Company reserves the right to add to or revise an employee’s job duties at any time at its sole discretion. 

· This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. 

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability or protected veteran status.