Logistics Administrator

Job Description

Job Description

Logistics Administrator

The Logistics Administrator is responsible for coordinating, tracking, and supporting the daily logistics operations of civil site construction projects. This role ensures that equipment, materials, drivers, permits, and fleet resources are properly scheduled, documented, and maintained to support safe, efficient, and uninterrupted field operations. The Logistics Administrator acts as a central point of coordination between project teams, drivers, vendors, and internal departments, helping keep projects moving on schedule and in compliance.

Key Responsibilities

Logistics Coordination & Scheduling

• Schedule drivers for site deliveries, customer deliveries, transport moves, and backhauls.

• Coordinate heavy haul transport, including overweight and blanket permits.

• Schedule wreckers for truck breakdowns and assist with recovery logistics.

• Track and distribute daily transport and tonnage/load communications.

• Update crusher downtime and logistics data for internal reporting and bonus tracking.

• Setup and monitor all subcontract trucking purchase orders and material orders

Fleet & Asset Management

• Maintain and update driver lists and asset tracking systems.

• Manage fleet tracking tools, including GPS systems and asset trackers.

• Oversee daily truck inspection forms and ensure timely review and compliance.

• Maintain truck maintenance books and service records.

• Collaborates closely with the Shop Foreman to ensure timely movement of materials, equipment, and resources

• Coordinate preventive maintenance invoicing and follow-ups with vendors.

Permits, Compliance & Documentation

• Obtain and manage overweight, heavy haul, and air permits as required.

• Assist with accident documentation and internal reporting.

• Provide Notices to Owner (NTOs) for vendors when required.

• Monitor scale issues and coordinate resolutions with operations teams.

• Ensure logistics activities align with company safety policies and regulatory requirements.

Procurement & Vendor Coordination

• Order sitework supplies such as silt fence, rebar, expansion joints, and related materials.

• Coordinate fuel ordering for sitework projects and yard operations.

• Request and track mix designs from concrete and other material vendors.

• Review and price-check concrete and other material invoices for accuracy in a timely manner.

• Approve rental invoices and coordinate with vendors on discrepancies.

Communication & Administrative Support

• Monitor logistics-related voicemails and route communications to appropriate teams.

• Support field and office staff with logistics-related questions and documentation.

• Assist with troubleshooting fleet, GPS, camera, and communications systems.

• Maintain organized records for logistics, fleet, and vendor interactions.

Qualifications

Education:

• High school diploma or equivalent required

• Associate degree or relevant coursework in logistics, construction management, or business preferred

Experience:

• 2–5 years of experience in construction logistics, fleet coordination, or operations support (civil/site construction preferred)

Technical Skills:

• Familiarity with fleet tracking systems, GPS platforms, and asset management tools

• Strong working knowledge of permits, trucking logistics, and construction material flow

• Proficiency with spreadsheets, internal tracking sheets, and digital forms

Other Skills:

• Strong organizational and multitasking abilities

• Clear and professional communication skills

• High attention to detail and follow-through

• Ability to work effectively with field crews, drivers, vendors, and management

Competencies

• Strong coordination and time-management skills

• Ability to manage multiple moving parts in a fast-paced environment

• Proactive problem-solving and decision-making

• Dependability and accountability in daily operations

• Commitment to safety, accuracy, and operational efficiency

Typical Work Environment

• Primarily office-based with frequent coordination with field operations

• Fast-paced, deadline-driven construction environment

• High level of daily interaction with drivers, project teams, vendors, and management