Office & Logistics Coordinator

Job Description

Job Description

Job purpose

The Office & Logistics Coordinator is responsible for supporting the day-to-day administrative, documentation, shipping/receiving, and logistics activities of the facility. Provides administrative and logistics support by coordinating documentation, shipping and receiving, transportation, invoicing, and routine office activities. Serves as a key point of communication between customers, suppliers, carriers, operations, and management, ensuring information is coordinated and communicated effectively. This is an on-site position, Monday-Friday 8:00am-4:30pm.

Duties and responsibilities

• Serve as the primary office contact; manage calls, correspondence, records, office supplies, and appointment/meeting scheduling.
• Coordinate with operations, purchasing, sales, accounting, and management to maintain accurate documentation.
• Prepare and review customer invoices and process supplier invoices and supporting documentation.
• Assist with supplier settlements, freight charge verification, AP/AR, reconciliations, and related accounting activities.
• Schedule inbound and outbound transportation and communicate pickup and delivery information with carriers, brokers, drivers, customers, suppliers, and internal personnel.
• Obtain and compare freight quotes, assist with carrier selection, confirm appointments, and ensure appropriate equipment and shipment instructions are provided.
• Prepare or verify bills of lading, track shipments, maintain freight records, verify freight invoices, and assist with resolving delivery discrepancies.
• Assist with routine facility HR administration, new hire onboarding, timekeeping, and company communications.
• Perform additional administrative, logistics, accounting, or operational duties as needed.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in business, logistics, accounting, or related field preferred.
• Previous experience in office administration, logistics, dispatch, and/or shipping/receiving preferred.
• Strong organizational, communication, problem-solving, and time-management skills with attention to detail.
• Proficiency with Microsoft Office; ERP, accounting, inventory, shipping, or transportation software experience preferred.
• Basic understanding of purchase orders, invoices, bills of lading, freight, and transportation practices.
• Ability to manage multiple priorities, work independently, maintain confidentiality, and coordinate effectively with internal and external contacts.

Working conditions

Works in an office/operational environment and may interact with facility personnel, drivers, customers, suppliers, carriers, and vendors. May be exposed to typical industrial/yard conditions.

Physical requirements

Regularly performs office-based work including sitting, standing, walking, computer and phone use, and handling documents and office materials. May occasionally walk through operational areas.