Logistics Administrator

Intivity•East Rochester, NY

About The Position

The Operations Logistics Administrator coordinates and supports the day-to-day logistics and operational activities involved in office furniture delivery, installation, service, and movement. The position connects Sales, Design, Customer Service, Project Coordination, Operations, warehouse personnel, field installation teams, customers, and contract labor vendors to help ensure projects are planned, scheduled, documented, staffed, and executed effectively. The role monitors product availability and expected receipts; maintains project and scheduling information; coordinates labor, delivery, and other resources; 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, address scheduling and logistical issues, and identify potential obstacles. Success requires organization, attention to detail, effective communication, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. The position supports the company’s focus on operational excellence, quality, safety, and customer experience. This is a full-time, non-exempt position reporting to the Operations Manager. It has no direct supervisory responsibilities, although it may coordinate the work assignments of field personnel, drivers, installers, and other operational resources. The role primarily works in an office and may occasionally be exposed to warehouse, delivery, installation, and other operational environments. Limited travel may be required. The pay range is $20.00–$25.00 per hour.

Requirements

High school diploma or equivalent.
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 prioritize and manage competing demands in a fast-paced, deadline-driven environment.
Ability to work independently, investigate problems, exercise sound judgment, and initiate solutions.
Strong problem-solving and analytical skills, including the ability to anticipate and proactively address operational issues.
Ability to coordinate across departments and maintain effective working relationships with customers, coworkers, vendors, and field personnel.
Ability to maintain accurate records, schedules, files, and data and make administrative and procedural decisions within established guidelines.
Ability to handle confidential and sensitive information appropriately and follow processes, procedures, and safety requirements.
Ability to learn and effectively use company-specific software, systems, and processes.
Ability to sit, stand, and walk for extended periods; talk and hear effectively in person and by telephone; use hands and fingers for typing, data entry, and office equipment; and reach, bend, crouch, stoop, and kneel as required.
Ability to occasionally lift and/or move objects weighing up to 10 pounds.
Ability to maintain concentration and attention to detail while handling multiple projects and frequent interruptions.

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.

Responsibilities

Coordinate scheduling 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 support labor efficiency, customer requirements, and project deadlines.
Coordinate with Operations, warehouse personnel, installers, drivers, and other resources to staff and support projects.
Identify and proactively communicate scheduling, staffing, product, and project-readiness issues.
Ensure 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 established procedures and participate in the Quality Improvement Process.
Review project requirements and product receipt information 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 information, products, drawings, site conditions, and other requirements.
Confirm delivery and installation requirements and verify that installation packets contain accurate and sufficient drawings, order registers, delivery documentation, and project-specific materials.
Contact customers before scheduled work to confirm readiness, expectations, dates, times, access, site conditions, and other logistical details; explain delivery and installation processes as needed.
Communicate schedule changes, delays, and other issues promptly and professionally to customers and internal stakeholders.
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 contract labor when needed, including communicating scope, schedules, expectations, assignments, changes, and project requirements; evaluate and appropriately use internal and external labor resources.
Prepare daily schedules and paperwork, and generate and distribute delivery tickets, installation drawings, crew schedules, order registers, scheduling reports, and other required documents.
Prepare Furniture Scheduling Reports, Projected Billing Reports, and other information needed for operational planning; maintain accurate records and support billing documentation and project closeout.
Monitor scheduled work, investigate logistical problems, coordinate solutions, and collaborate across departments to minimize 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.
Respond to inquiries, maintain an organized and professional work environment, handle confidential information appropriately, and complete assignments requested by the Operations Manager.
Follow company policies, safety procedures, the Employee Handbook, the Corporate Safety Manual, and applicable local regulations.