Logistics & Travel Coordinator

Position Summary

The Logistics & Travel Coordinator is an administrative operations role responsible for keeping Koi Reader's physical goods, people, and expense processes moving smoothly. This individual sources and manages vendor relationships and owns the end-to-end purchase order and shipping lifecycle — generating POs, placing orders, and tracking shipments in coordination with carriers (UPS, Fed Ex, and others) and vendors on freight, duties, and shipping fees — and manages the full RMA and reverse logistics process for defective, damaged, or returned goods.

The same person administers Koi Reader's corporate travel and expense program for employees and contractors, coordinates advance travel booking for resource deployments, runs monthly lab inventory and organization audits at the Dallas facility alongside the lab technicians, audits contractor and employee expense reports for compliance with Finance, and supports the executive team with meeting scheduling and management of the CEO's expense reports.

This is a full-time, salaried (exempt) position based on-site in Dallas, Texas, paid a fixed annual salary that does not vary based on hours worked and is not eligible for overtime pay. The ideal candidate is highly organized, detail-oriented, comfortable juggling logistics and travel deadlines in parallel, and trustworthy with sensitive financial and executive information.

• Identify, evaluate, and onboard new vendors and suppliers for lab equipment, hardware components, and operational goods; benchmark pricing, lead times, and quality across sourcing options.
• Negotiate pricing, payment terms, and service-level agreements with vendors to reduce cost and improve reliability.
• Maintain a qualified vendor list and conduct periodic vendor performance reviews; source qualified backup/secondary suppliers for critical components to mitigate single-source risk.
• Generate, issue, and track Purchase Orders (POs) for lab supplies, hardware components, and operational purchases from request through fulfillment.
• Place and confirm orders with vendors; follow up on order acknowledgments, lead times, and backorders.
• Maintain accurate PO records and match POs to invoices and packing slips in partnership with Finance.
• Track open orders and proactively flag delays or discrepancies to the requesting team.

• Coordinate inbound and outbound shipments with UPS, Fed Ex, freight forwarders, and other carriers.
• Track shipments end-to-end and communicate status updates to internal stakeholders and the Dallas lab.
• Work directly with vendors and carriers to resolve questions on shipping fees, customs duties, tariffs, and billing discrepancies.
• Prepare and review shipping documentation as needed (packing lists, customs paperwork, proof of delivery).

• Own the end-to-end RMA (Return Merchandise Authorization) process for defective, damaged, or excess inventory — initiating requests with vendors and carriers through final resolution (replacement, credit, or refund).
• Coordinate return shipments, packaging, and compliant labeling for RMA items per vendor and carrier requirements.
• Track RMA status and proactively follow up with vendors and carriers to ensure timely turnaround and resolution.
• Maintain RMA logs and reconcile credits, replacements, and refunds against original POs and invoices in partnership with Finance.
• Identify recurring RMA or defect trends and report findings to Operations and Hardware leadership for corrective action.

• Create, own, and continuously improve Koi Reader's corporate travel program and booking policies for employees and contractors.
• Book and manage travel arrangements (flights, hotels, ground transportation) for employees and contractors, ensuring advance booking to control cost and availability.
• Coordinate resource and deployment-related travel for contractors and employees supporting installations, field service, and customer sites.
• Maintain relationships with travel vendors (airlines, hotel chains, travel management platforms) to secure…