Shipping and Logistics Specialist

Logistics And Asset Management Administrator

We are seeking a detail-oriented, organized, and proactive Logistics And Asset Management Administrator to support the Operations Department in managing the movement, tracking, documentation, maintenance, and readiness of company equipment and assets. This position will coordinate domestic and international shipments while maintaining accurate equipment records and ensuring that past, active, and upcoming maintenance requirements are tracked and documented.

The position works closely with Operations, project and field personnel, vendors, carriers, service providers, and other internal and external stakeholders. The Logistics And Asset Management Administrator reports directly to the Operations Manager and is responsible for providing timely updates regarding shipment status, equipment location and availability, maintenance requirements, and other asset management matters.

This is a Full-Time position, typically Monday-Friday, with off-hours work as needed during busy operational periods, project mobilizations, or time-sensitive shipments.

• Plan, coordinate, and track all inbound and outbound domestic and international shipments.
• Select and coordinate with carriers, freight forwarders, customs brokers, and other logistics providers to secure appropriate rates and delivery terms.
• Prepare and process shipping documents, customs declarations, commercial invoices, packing lists, bills of lading, and related paperwork.
• Ensure compliance with applicable international, federal, and local shipping regulations and company procedures.
• Monitor shipments in real time and proactively resolve transit, customs, delivery, or documentation issues.
• Coordinate equipment movements to and from company facilities, vessels, field projects, client locations, and service providers.
• Maintain accurate records of shipments, freight costs, delivery status, and inventory movements.
• Coordinate shipment timing with project and field schedules to ensure equipment arrives when and where required.
• Identify opportunities to improve shipping processes, reduce freight costs, and increase logistics efficiency.

• Maintain accurate and current records for company-owned vessels, vehicles, scientific equipment, tools, and other operational assets.
• Maintain an equipment database register including equipment identification, location, status, condition, and applicable documentation.
• Track equipment assignment, deployment, transfer, availability, and operational status.
• Track all past, current, and upcoming equipment maintenance, inspections, certifications, calibrations, repairs, and scheduled service requirements.
• Establish and maintain preventive maintenance schedules based on manufacturer recommendations, regulatory requirements, operating hours, usage, and company procedures.
• Monitor upcoming and overdue maintenance and proactively notify the Operations Manager of required actions, potential equipment issues, and scheduling conflicts.
• Maintain complete historical maintenance records, including work performed, dates, service providers, parts or materials used, costs, equipment hours, and supporting documentation.
• Coordinate with operations personnel, technicians, vendors, manufacturers, and service providers to schedule and document maintenance and repairs.
• Ensure equipment records are updated following maintenance, repairs, inspections, deployments, transfers, or changes in equipment status or location.
• Track equipment availability and readiness for upcoming field projects and identify equipment requiring maintenance, repair, calibration, or replacement before deployment.
• Maintain records of equipment warranties, service agreements, inspection certificates, calibration certificates, manuals, and other applicable technical documentation.
• Assist in identifying recurring equipment problems, maintenance trends, and opportunities to improve equipment reliability, utilization, and lifecycle costs.
• Provide regular equipment status and maintenance reports to the Operations Manager and promptly escalate critical, overdue, or potentially operationally significant issues.

• Maintain organized electronic and physical records relating to logistics, equipment, maintenance, inspections, certifications, and asset movements.
• Coordinate with operations, science, project management, and field teams to support project mobilization and demobilization requirements.
• Assist with procurement of equipment, parts, supplies, and services as directed by the Operations Manager.
• Review vendor invoices and shipping charges for accuracy and assist with tracking logistics and equipment-related costs.
• Support inventory counts and periodic reconciliation of equipment and operational assets.
• Develop and maintain reports, spreadsheets, schedules, and other tools used to monitor logistics and asset status.
• Identify process improvements that increase visibility, accountability, equipment…