Logistics Administrator

Description

Job Title:

Logistics Administrator

FLSA Classification:

Full-time/Non-Exempt

Division:

Operations

Reports to:

Operations Manager

Job Summary:

The Operations Logistics Administrator is responsible for coordinating and supporting the day-to-day logistics and operational activities associated with the delivery, installation, service, and movement of office furniture. This position serves as a key administrative link between Sales, Design, Customer Service, Project Coordination, Operations, warehouse personnel, and field installation teams to ensure projects are properly planned, scheduled, documented, and executed.

The Operations Logistics Administrator monitors product availability and expected receipts, coordinates labor and delivery resources, maintains accurate project and scheduling information, and ensures field teams have the documentation, materials, and information necessary to successfully complete their work. The position also communicates directly with customers and internal teams to confirm project readiness, resolve scheduling or logistical issues, and proactively identify potential obstacles.

Success in this role requires strong organizational skills, attention to detail, effective communication, sound judgment, and the ability to manage multiple projects and priorities in a fast-paced environment. The Operations Logistics Administrator is expected to support Intivity's commitment to operational excellence, quality, safety, and an exceptional customer experience.

Essential Job Duties and Responsibilities: (Additional duties may be assigned)

1. Operations & Logistics Coordination

• •Coordinate the scheduling and logistics of 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 maximize labor efficiency 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 potential scheduling, staffing, product, or project-readiness issues and communicate them proactively to the appropriate team members.
• •Ensure assigned crews have the appropriate time, resources, skills, and information required to complete scheduled work.
• •Maintain accurate scheduling and project information within Hedberg and other company systems.
• •Follow established Standard Operating Procedures and actively participate in the Quality Improvement Process.

2. Project Readiness & Product Coordination

• •Review project requirements and product receipt information to determine when projects are ready to move into delivery and installation scheduling.
• •Coordinate with Sales, Customer Service, Project Management, Design, and Operations to verify project readiness.
• •Monitor outstanding information, product, drawings, site conditions, or other requirements that could impact successful project execution.
• •Confirm that installation and delivery requirements are understood before assigning work to field crews.
• •Verify installation packets are complete and contain accurate and sufficient information, including drawings, order registers, delivery documentation, and other project-specific materials.
• •Escalate discrepancies or missing information that may prevent a project from being completed successfully.

3. Customer Communication & Coordination

• •Contact customers in advance of scheduled deliveries and installations to confirm project readiness and expectations.
• •Communicate professionally with customers regarding delivery requirements, site readiness, access, timing, and other logistical considerations.
• •Educate customers who are unfamiliar with office furniture delivery and installation processes regarding their responsibilities and what to expect.
• •Conduct confirmation calls prior to scheduled work to verify dates, times, site conditions, and other relevant details.
• •Communicate schedule changes, delays, or other issues to customers and internal stakeholders in a timely and professional manner.
• •Maintain a customer-focused approach throughout the project lifecycle.

4. Scheduling & Resource Management

• •Enter and maintain orders, schedules, assignments, and related information in Hedberg Scheduler.
• •Assign installers, drivers, or other resources based on project scope, timing, location, product requirements, and crew capabilities.
• •Adjust schedules as needed to accommodate product delays, customer changes, staffing requirements, project conditions, and other operational variables.
• •Balance competing priorities while maintaining customer commitments and operational efficiency.
• •Coordinate with Contract Labor vendors when supplemental labor is required to meet project needs, including communicating project scope, scheduling requirements, crew expectations, and other necessary details.
• •Evaluate available internal and external labor resources and utilize Contract Labor vendors appropriately to support workload demands, maintain schedule commitments, and ensure projects are adequately staffed.
• •Maintain effective communication with Contract Labor vendors regarding assignments, schedule changes, project requirements, and performance expectations.
• •Coordinate changes and communicate updated schedules to affected departments, field personnel, and Contract Labor vendors.
• •Ensure work crews, including internal and contracted resources, are appropriately scheduled and prepared to complete assigned projects safely, efficiently, and within established timelines.

5. Daily Operations & Documentation

• •Prepare daily schedules and paperwork required to support delivery, installation, move, reconfiguration, and service activities.
• •Generate and distribute delivery tickets, installation drawings, crew schedules, order registers, scheduling reports, and other required documentation.
• •Prepare reports and system information necessary to support operational planning, including Furniture Scheduling Reports and Projected Billing Reports.
• •Maintain accurate records, files, schedules, and operational data.
• •Ensure changes to project scope, schedules, assignments, and other critical information are properly documented.
• •Support accurate and timely billing-related documentation and project closeout activities.

6. Issue Resolution & Continuous Improvement

• •Monitor scheduled work and proactively identify issues that may affect project completion, customer satisfaction, labor efficiency, or profitability.
• •Investigate scheduling and logistical problems and coordinate appropriate solutions.
• •Work collaboratively with internal departments to resolve project issues and minimize unnecessary delays, trips, handoffs, and rework.
• •Participate in post-project completion meetings and operational reviews to identify opportunities for improvement.
• •Contribute to the development and implementation of process improvements, standard procedures, and operational best practices.
• •Support company initiatives designed to improve quality, productivity, communication, and customer satisfaction.

7. Administrative & General Responsibilities

• •Maintain a professional and organized work environment.
• •Respond to internal and external inquiries in a timely and professional manner.
• •Handle confidential and sensitive information appropriately.
• •Complete special projects and other operational or administrative assignments as requested by the Operations Manager.
• •Perform all assigned duties accurately, professionally, and within established deadlines.
• •Follow all company policies and procedures, including those outlined in the Employee Handbook and Corporate Safety Manual.

Accountabilities

The Operations Logistics Administrator is accountable for maintaining accurate and timely operational information, supporting efficient use of company resources,