Logistics and Operations Administrator

Logistics And Operations Administrator

Location:

Richmond, TX

Pay Rate: $18.00 to $20 per hour

Schedule:

Monday – Friday, 8:00 AM – 5:00 PM

Employment Type:

Full-Time, Temp-to-Hire

We are seeking an organized, detail-oriented, and highly adaptable Shipping & Logistics Administrator to join our team. This role serves as the operational engine of our office, handling everything from tracking shipments and reconciling inventory to managing key e-commerce and retail customer accounts. Because we operate as a tight-knit, small team, the ideal candidate is a proactive problem-solver who takes complete ownership of their responsibilities but is always willing to jump in and support other departments when needed.

Core

Job Responsibilities:

• Professionally and courteously respond to customer inquiries and status updates via phone and email
• Assist in receiving, dispatching, inspecting, handling, and stocking inbound products (Some Forklift Operations)
• Receives returns, counts and confirms qualities, determines condition, and completes shipping paperwork
• Enter and monitor incoming and outgoing shipments using common carrier portals
• Enter and monitor orders and order statuses using Quickbooks
• Perform other administrative and clerical duties as needed

• Documentation & Compliance:
  Prepare, review, verify, and store critical shipping documents (e.g., Bills of Lading, commercial/customer invoices, packing lists, purchase orders, shipping labels, and proof-of-delivery records).

• Quality Control:
  Confirm that all paperwork perfectly matches customer orders, product quantities, lot information, carrier instructions, and shipping requirements. Identify and resolve discrepancies before shipments are released.

• Data & Order Management:
  Input customer orders, tracking details, and shipment updates into company systems. Complete invoicing and order closeouts post-delivery.

• Carrier & Delivery Management:
  Plan and coordinate shipments based on stock availability, warehouse capacity, and carrier schedules. Track shipments, proactively communicate delays to internal teams or customers, and resolve issues regarding delayed, damaged, or lost freight.

• System Accuracy:
  Log inventory receipts, transfers, adjustments, allocations, and transaction data into company software.

• Stock Management:
  Monitor warehouse stock levels to ensure product availability when planning customer orders; communicate potential shortages, backorders, or damaged goods to management.

• Audits & Compliance:
  Assist with physical inventory counts, cycle counts, and regular system reconciliations. Maintain meticulous tracking records for lot codes, expiration dates, and product locations.

• EDI Order Processing:
  Receive, acknowledge, and process high-volume retail customer purchase orders seamlessly through SPS Commerce (EDI), translating them accurately into internal inventory and accounting systems.

• Routing & Compliance:
  Ensure all shipments strictly comply with vendor-specific routing, labeling, packaging, and shipping guidelines.

• Document Transmission:
  Prepare and transmit automated electronic data interchange (EDI) documents, including Purchase Order Acknowledgments (855), Advance Ship Notices (856), and Invoices (810).

• Account Logistics:
  Coordinate order preparation with the warehouse team, schedule carrier pickups, secure delivery appointments, and escalate account exceptions to management.

• Customer Service:
  Answer inquiries from customers, sales, accounting, and management regarding order/shipment statuses, delivery appointments, pricing, or freight delays.

• Financial Admin:
  Support accounting with invoice verification, freight document organizing, credits, and tracking customer claims, deductions, or chargebacks.

• Cross-Functional Backup:
  Flexibly assist the warehouse team with light shipping, receiving, labeling, or packing during peak times. Assist with purchasing, supplier follow-ups, and provide coverage for other team members during absences.

• Quality & Regulatory:
  Help maintain Standard Operating…