Logistics Administrator

Flexiblesystems; Hauppauge (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement savings plan

Training and professional development

Job summary

Flexible IT in Hauppauge, NY is seeking a Logistics Administrator to manage client orders, vendor purchases, shipments, returns, warranty claims and fulfillment exceptions. You will ensure accurate entry, tracking through completion, and clear communication with clients, vendors, and internal teams.

The role emphasizes proactive investigation of discrepancies, meticulous documentation, and coordination with accounting for credits and adjustments.

Qualifications

• 1-3 years of experience in order processing, purchasing, logistics, returns administration, or related roles.
• Exceptional attention to detail with accurate data entry and documentation.
• Strong organizational and time management skills with the ability to manage multiple items and priorities.
• Proactive follow-up and ownership to resolve issues.

Responsibilities

• Process client orders for hardware, software, licenses, cloud services, supplies and accessories.
• Create, review and maintain sales/purchase orders and related documentation.
• Coordinate with vendors/distributors on order confirmations, pricing, shipping and delivery dates.
• Monitor open orders, backorders, and shipments; follow up until resolution.
• Provide timely order updates to project managers and teams.

Skills

Detail oriented

Order processing

Vendor communication

Documentation

Time management

Problem solving

Professional communication

Customer service

Process improvement

Tools

NetSuite

ERP systems

Ticketing systems

Order management systems

Microsoft 365 (Outlook, Word, Excel, Teams)

Job description

Position Summary

Flexible IT is seeking a highly organized, detail-oriented Logistics Administrator to support the daily administration of client orders, vendor purchases, shipments, returns, warranty claims, and fulfillment exceptions. This position is responsible for ensuring orders are entered accurately, tracked through completion, documented properly, and followed up on consistently. The ideal candidate is proactive, comfortable investigating discrepancies, and able to communicate clearly with internal teams, clients, vendors, and distributors.

Key Responsibilities

• Process client orders for hardware, software, licenses, cloud services, supplies, and accessories.
• Create, review, and maintain sales orders, purchase orders, return authorizations, vendor return authorizations, and related transaction documentation.
• Submit purchase orders to vendors and distributors, confirm receipt, verify pricing, availability, shipping details, and expected delivery dates.
• Obtain order confirmations, tracking information, serial numbers, license details, and other required fulfillment documentation.
• Monitor open orders, backorders, partial shipments, delayed items, drop shipments, and other outstanding fulfillment activity.
• Follow up consistently with vendors, distributors, carriers, clients, and internal teams until each order or return is fully resolved.
• Provide timely order status updates to project managers, technical teams, account teams, and other stakeholders.
• Process client and vendor returns, including return eligibility review, return authorization requests, shipping coordination, credit tracking, and transaction closure.
• Coordinate warranty claims, replacement requests, damaged shipment claims, lost package investigations, and order discrepancy resolution.
• Investigate issues involving incorrect items, missing products, duplicate shipments, pricing variances, unfulfilled line items, incomplete tracking, or automation exceptions.
• Document all communication, status updates, approvals, tracking details, and resolutions within the appropriate systems and transactions.
• Review open order and return queues regularly to identify items requiring follow-up, escalation, correction, or closure.
• Work with Accounting to confirm vendor credits, client credits, freight charges, restocking fees, and other return-related financial adjustments.
• Maintain accurate records and ensure all transactions comply with internal purchasing, fulfillment, return, and approval procedures.
• Assist with process improvements that increase order accuracy, improve visibility, reduce delays, and strengthen documentation.
• Provide backup support to other members of the Sales Operations and Logistics team as needed.

Qualifications

• One to three years of experience in order processing, purchasing, logistics, returns administration, customer service, sales support, or a related role preferred.
• Exceptional attention to detail with a strong commitment to accurate data entry and documentation.
• Strong organizational and time management skills with the ability to manage multiple open items and competing priorities.
• Proactive follow-up habits and the ability to take ownership of issues through completion.
• Strong critical thinking, investigative, and problem-solving skills.
• Clear, professional written and verbal communication skills.
• Ability to remain calm, organized, and responsive in a fast-paced, deadline-driven environment.
• Comfort working with vendors, distributors, clients, carriers, and internal departments.
• Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, and Teams.
• Experience with NetSuite, ERP systems, purchasing platforms, ticketing systems, or order management systems is a plus.
• Interest in technology, computer hardware, software licensing, and supply chain operations is preferred.

Core Competencies

• Order accuracy and transaction management
• Return and warranty processing
• Follow-up and ownership
• Issue investigation and resolution
• Vendor and client communication
• Documentation and record maintenance
• Prioritization and deadline management
• Process improvement and teamwork

Why Flexible IT

Flexible IT offers an opportunity to build practical experience in purchasing, order management, vendor relations, technology operations, and supply chain administration. Team members receive training, ongoing feedback, and opportunities for professional growth within a collaborative environment.

Compensation and Benefits

• Health insurance
• Paid time off
• Retirement savings plan
• Training and professional development opportunities