Logistics Coordinator

Logistics Coordinator

We are hiring for our Logistics Coordinator position. This vacancy was created by the retirement of a long-tenured incumbent. The Logistics Coordinator provides advance-level administrative and system support to the Director of Logistics and the Logistics Division, with primary responsibility for supporting major programs essential to operational success, including access & security and materials and asset management. The position serves as a key coordination point for the execution of division initiatives, ensuring alignment and communication regarding priorities across multiple functional areas.

• ADMINISTRATIVE SUPPORT: Provides advanced level administrative support including scheduling meetings; recording minutes; tracking tasks; fielding incoming phone calls, email and written communications; and addressing other day‑to‑day administrative tasks that require on‑site work. Assists customers with ticket entry, tracking and training regarding District assets. Coordinates with other administrative support staff to ensure cross‑divisional collaboration on activities that require multiple divisions (e.g. hose testing).
  
  Drafts and updates materials management protocols and other standard operating procedures. Maintains and confirms travel arrangements for assigned individuals and visiting dignitaries. Prepares and adjusts itineraries and supporting documentation, including conference registrations, forms, per diem calculation and expense reimbursement completion.
• PREVENTIVE MAINTENANCE SCHEDULING: Enters assets into appropriate software applications and programs to coordinate and schedule preventive and repair maintenance of District assets. Schedules, coordinates and assigns preventive maintenance, repair and replacement activities. Ensures proper and timely updates to interested parties to mitigate operational impact.
• DISTRICT ACCESS & SECURITY: Serves as the subject matter expert (SME) for the District’s access and security system and database, ensuring data integrity, accuracy and compliance with established access approval processes. Provides training and guidance to logistics administrative staff on system use, standards and best practices. Coordinates and supports routine audits to ensure system reliability, security and adherence to District policies.
  
  Oversees administrative setup and configuration of new devices, including access control hardware and related systems, and troubleshoots system issues as they arise. Acts as the liaison with system vendors, working directly with technical support to resolve issues, implement updates and ensure optimal system performance.
• REPORTS: Creates and monitors reports to ensure maintenance schedules are completed per defined intervals and completion of tasks are promptly communicated on all material assets.
• WARRANTY TRACKING/CLAIMS: Enters warranty information into the appropriate software programs to track warranty services, enters and tracks warranty claims and coordinates warranty activities with outside vendors as necessary. Coordinates loaner replacements when necessary.
• RECORDS/COMPLIANCE TRACKING: Ensures records and tracking of materials to meet federal, state and other regulatory agency standards associated with material assets are entered in appropriate tracking program/location(s).
• LOGISTICS/DISTRIBUTION: Coordinates and communicates distribution and preventative maintenance schedules. Works with vendors to ensure materials are shipped, received and returned to customers.
• BUDGET COORDINATION: Runs necessary reports in various software programs to assist in the preparation and updating of the materials management 10‑year capital replacement plan. Prepares associated budget documents. Coordinates the distribution of product introduction and replacement schedule to support seamless execution. Maintains the 10‑year capital replacement plan document.
• DISTRICT INTRANET/MATERIALS DATA: Develops and maintains information and documentation stored on assigned sections of the District’s internet platform. Ensures materials data is stored in appropriate locations and kept up to date.
• SPECIAL ASSIGNMENT/PROJECT…