Logistics Administrator

Logistics Administrator

Drewry Site Development

The Logistics Administrator provides office and clerical support for the daily logistics operations of civil site construction projects. This role focuses on scheduling, data entry, recordkeeping, purchase orders, invoice review, and communication to help ensure equipment, materials, trucking, and fleet resources are available when needed.

Serving as a central point of contact between the office and field, the Logistics Administrator communicates regularly with onsite superintendents, foremen, drivers, vendors, and the Shop Foreman to confirm project needs, coordinate deliveries, and keep schedules and records accurate.

Key Responsibilities

Logistics Scheduling & Field Communication

• Communicate daily with onsite superintendents and foremen to confirm material needs, equipment requests, delivery timing, and changes to project schedules.
• Schedule drivers for site deliveries, customer deliveries, equipment transport, and backhauls.
• Relay delivery instructions, site access details, schedule changes, and status updates to drivers, vendors, and field personnel.
• Coordinate heavy haul transportation and assist with obtaining required permits.
• Schedule wreckers and assist with recovery arrangements following truck breakdowns.
• Track daily loads, tonnage, transport activity, and delivery confirmations.
• Enter and update crusher downtime and logistics information for internal reporting and bonus tracking.
• Create, update, and monitor subcontract trucking purchase orders and material orders.

Fleet Records & Administrative Support

• Maintain accurate driver lists, equipment records, and asset tracking information.
• Use fleet GPS and asset tracking platforms to support scheduling and respond to location inquiries.
• Collect and organize daily truck inspection forms, track missing submissions, and flag reported issues for the appropriate supervisor.
• Maintain truck maintenance logs, service records, and supporting documentation.
• Work closely with the Shop Foreman to coordinate equipment availability, service schedules, and transport needs.
• Track preventive maintenance invoices and follow up with vendors on missing records or unresolved items.
• Report fleet, GPS, camera, and communication system issues to the appropriate support contact.

Permits & Documentation

• Prepare, submit, and track overweight, heavy haul, blanket, and air permit paperwork as directed.
• Track permit expiration dates and maintain organized permit records.
• Collect accident-related documentation and assist with internal reporting.
• Prepare and coordinate Notices to Owner (NTOs) and related vendor documentation as required.
• Document scale issues and communicate with operations personnel to support resolution.
• Maintain required logistics and fleet documentation and flag missing information or compliance concerns for management.

Purchasing & Invoice Support

• Process orders for sitework supplies, including silt fence, rebar, expansion joints, and related materials.
• Coordinate fuel orders for project sites and yard operations.
• Request, track, and distribute concrete mix designs and other material documentation.
• Review concrete, trucking, material, and rental invoices against purchase orders, delivery tickets, and agreed pricing.
• Identify discrepancies, follow up with vendors, and route invoices for approval.
• Maintain purchasing records and communicate order status, delays, or shortages to onsite superintendents and foremen.

General Office & Clerical Support

• Monitor logistics-related calls, emails, and voicemails and route requests promptly.
• Perform accurate data entry in spreadsheets, tracking systems, and digital forms.
• Organize delivery tickets, purchase orders, invoices, permits, fleet records, and vendor correspondence.
• Prepare daily updates and routine reports for operations and management.
• Follow up on outstanding requests, missing paperwork, and pending deliveries.
• Provide administrative support to field personnel, project teams, and internal departments.

Qualifications

Education

• High school diploma or equivalent required.
• Relevant coursework in business administration, logistics, or construction management preferred.

Experience

• 2–5 years of experience in office administration, scheduling, dispatch, purchasing support, or logistics coordination preferred.
• Experience in construction, trucking, or a similar operational environment is a plus.

Technical & Administrative Skills

• Proficiency with Microsoft Office, particularly Excel and Outlook, and comfort using digital forms and internal tracking systems.
• Strong data entry, filing, and document management skills.
• Ability to review invoices, purchase orders, and delivery records for accuracy.
• Familiarity with construction materials, trucking terminology, permits, or fleet tracking systems preferred.
• Ability to learn company software and administrative procedures.

Core Competencies

• Clear, professional communication with onsite superintendents, foremen, drivers, vendors, and office personnel.
• Strong organization, attention to detail, and consistent follow-through.
• Ability to prioritize competing requests and adapt to changing schedules.
• Dependability, accountability, and sound judgment when escalating issues.
• Ability to work independently while maintaining close coordination with the team.

Typical Work Environment

• Primarily office-based, with frequent phone and email communication with field operations.
• Fast-paced construction environment with changing schedules and time-sensitive requests.
• Daily computer use, scheduling, data entry, document processing, and follow-up.