Expeditor and Logistics Assistant

Expeditor and Logistics Assistant

Our client is hiring an Expeditor & Logistics Assistant responsible for coordinating and expediting orders, deliveries, materials, and logistics activities from purchase order through final delivery. This position serves as a key communication link between Purchasing, Accounting, Warehouse, vendors, carriers, and internal project teams to ensure materials and equipment arrive accurately and on schedule.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple orders, deadlines, and priorities at the same time. This person must be a strong communicator who follows up consistently, identifies potential delays before they become problems, and keeps the appropriate teams informed throughout the process.

Key Responsibilities

• Track purchase orders from placement through delivery, ensuring orders remain on schedule and meet project requirements.
• Expedite materials, equipment, supplies, and other purchases to meet required delivery dates.
• Communicate regularly with vendors and suppliers regarding order status, availability, lead times, backorders, shipping information, and expected delivery dates.
• Monitor and maintain accurate delivery schedules and proactively identify potential delays or issues.
• Coordinate with the Warehouse to confirm upcoming deliveries, receiving requirements, quantities, and special handling instructions.
• Keep Accounting updated on purchase order status, invoices, discrepancies, credits, and other issues that may affect payment or reconciliation.
• Review purchase orders, vendor acknowledgments, packing slips, invoices, and shipping documentation for accuracy.
• Assist with matching purchase orders, invoices, and receiving documentation and communicate discrepancies to the appropriate department.
• Coordinate with freight companies, carriers, vendors, and internal personnel regarding shipments and deliveries.
• Obtain and communicate tracking numbers, estimated arrival dates, delivery confirmations, and other shipment information.
• Maintain accurate records of orders, deliveries, vendor communications, and outstanding issues.
• Follow up on open purchase orders and outstanding deliveries until fully resolved.
• Communicate changes to delivery schedules or material availability to project teams and management.
• Assist with resolving damaged, missing, incorrect, or delayed shipments.
• Coordinate returns, replacements, credits, and vendor claims as needed.
• Assist with credit card statement and purchasing documentation as needed.
• Update internal systems, spreadsheets, and tracking reports with current order and delivery information.
• Help prioritize urgent orders and coordinate expedited shipping when necessary.
• Work closely with multiple departments to ensure materials are available when needed and projects remain on schedule.
• Perform other administrative and logistics duties as assigned.

Required Qualifications

• 2+ years of experience in expediting, logistics, purchasing, procurement, order coordination, project coordination, or a related administrative role.
• Experience working with purchase orders, invoices, and credit card statements.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to proactively follow up with vendors, carriers, and internal departments.
• Strong problem-solving skills and the ability to identify and resolve issues quickly.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to work in a fast-paced environment where priorities and delivery schedules can change.
• Ability to communicate effectively with Accounting, Warehouse, Purchasing, vendors, and management.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.