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 advanced‑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.

The ideal candidate for this role is someone who understands the foundational principles and practices of materials or inventory management throughout a product's life cycle through the use of software systems. The individual is adept at discovering patterns, spotting systems‑level gaps, and anticipating road blocks. They are forward thinking in identifying solutions. The ideal candidate also uses good discretion in prioritization of work and when to escalate issues.

They function effectively in a fast‑paced environment that has frequent interruptions and are not knocked off balance by changing priorities.

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.

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 any operational impact.

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 the 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.

Creates and monitors reports to ensure maintenance schedules are completed per defined intervals and completion of tasks are promptly communicated on all material assets.

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.

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).

Coordinates and communicates distribution and preventative maintenance schedules. Works with vendors to ensure materials are shipped, received, and returned to customers.

Runs necessary reports in various software…