Logistics Administrator

Intivity Inc•East Rochester, NY

5h•$20 - $25

About The Position

The Operations Logistics Administrator coordinates and supports day-to-day logistics and operational activities for office furniture delivery, installation, service, and movement. The role serves as an administrative link among Sales, Design, Customer Service, Project Coordination, Operations, warehouse personnel, and field installation teams, helping ensure projects are planned, scheduled, documented, and executed successfully. The position monitors product availability and expected receipts, coordinates labor and delivery resources, maintains project and scheduling information, and ensures field teams have the documentation, materials, and information needed to complete their work. It also communicates with customers and internal teams to confirm project readiness, resolve logistical or scheduling issues, and identify obstacles proactively. Success requires strong organization, attention to detail, communication, judgment, and the ability to manage multiple priorities in a fast-paced environment while supporting operational excellence, quality, safety, and customer experience.

Requirements

High school diploma or equivalent required.
Ability to learn and effectively use company-specific software, systems, and processes.
Strong organizational skills and ability to manage multiple projects, schedules, deadlines, and details simultaneously.
Excellent attention to detail and accuracy.
Strong verbal and written communication skills and a professional, customer-focused communication style.
Ability to establish priorities and manage competing demands effectively.
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 and proactively address operational issues.
Ability to coordinate effectively across departments and functions.
Ability to maintain accurate records, schedules, files, and data and make administrative and procedural decisions within established guidelines.
Ability to maintain a professional manner and appearance and 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.
Ability to sit, stand, and walk for extended periods; talk and hear effectively in person and by telephone; and use hands and fingers for typing, data entry, office equipment, and repetitive motions.
Ability to reach, bend, crouch, stoop, kneel, and perform other movements associated with an office and operational environment.
Ability to maintain concentration and attention to detail while managing multiple projects and frequent interruptions.
Ability to occasionally lift and/or move objects weighing up to 10 pounds.

Nice To Haves

Previous administrative, logistics, scheduling, operations, customer service, or related experience.
Experience in contract office furniture, commercial interiors, construction, moving, installation, or a related industry.
Working knowledge of office furniture products, delivery processes, and installation requirements.
Experience with Hedberg or other order management or scheduling software, Microsoft Outlook, Word, Excel, Adobe Acrobat, AutoCAD, or other design-related software.

Responsibilities

Coordinate schedules and logistics for 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 use labor efficiently 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 and communicate potential scheduling, staffing, product, or project-readiness issues.
Ensure assigned crews have the time, resources, skills, and information needed for scheduled work.
Maintain accurate scheduling and project information in Hedberg and other company systems; follow Standard Operating Procedures and participate in the Quality Improvement Process.
Review project requirements and product receipts to determine readiness for delivery and installation scheduling.
Coordinate with Sales, Customer Service, Project Management, Design, and Operations to verify project readiness and monitor outstanding requirements.
Confirm delivery and installation requirements and verify installation packets contain accurate, sufficient drawings, order registers, delivery documentation, and project-specific materials.
Escalate discrepancies or missing information that could prevent successful project completion.
Contact customers before scheduled work to confirm readiness, expectations, dates, times, site conditions, access, and other logistical details.
Explain delivery and installation processes and customer responsibilities; communicate schedule changes, delays, and other issues professionally and promptly.
Enter and maintain orders, schedules, assignments, and related information in Hedberg Scheduler.
Assign installers, drivers, and other resources based on project scope, timing, location, product requirements, and crew capabilities; adjust schedules as operational conditions change.
Coordinate with Contract Labor vendors when supplemental labor is needed, including assignments, project scope, scheduling, crew expectations, changes, requirements, and performance expectations.
Balance priorities, coordinate schedule updates with affected teams and vendors, and ensure internal and contracted crews are prepared to complete work safely, efficiently, and on time.
Prepare daily schedules and paperwork for delivery, installation, move, reconfiguration, and service activities.
Generate and distribute delivery tickets, installation drawings, crew schedules, order registers, scheduling reports, and other required documents.
Prepare operational planning information, including Furniture Scheduling Reports and Projected Billing Reports; maintain accurate records, files, schedules, and data.
Document changes to project scope, schedules, assignments, and other critical information; support billing documentation and project closeout.
Monitor scheduled work, investigate logistical problems, coordinate solutions, and work across departments to reduce delays, unnecessary trips, handoffs, and rework.
Participate in post-project meetings and operational reviews and contribute to process improvements, standard procedures, and operational best practices.
Maintain a professional, organized work environment; respond to inquiries; handle confidential information appropriately; complete assignments requested by the Operations Manager; and follow company policies, safety procedures, and applicable regulations.
Perform other assigned duties accurately, professionally, and within established deadlines.