Operations Reports to: Head of Operations and Project Management Must Be Fluent in English and Spanish The Logistics Coordinator is responsible for overseeing and coordinating the movement of all materials, samples, templates, furniture pieces, and finished products entering and leaving Milo Workroom. This position serves as the main point of contact for trucking, delivery, and waste management vendors, while coordinating with Project Management, Purchasing, Production, and the warehouse team. The Logistics Coordinator ensures that every pickup, delivery, receipt, inspection, sit test, and installation is properly organized, scheduled, documented, communicated, and completed according to project requirements and confirmed schedules. The Logistics Coordinator also serves as a proactive logistics checkpoint for the Project Manager by monitoring expected arrivals and scheduled movements, identifying missing items or information, and communicating any issue that requires follow-up with the client or another department. Key ResponsibilitiesLogistics Management and Coordination Manage all incoming and outgoing materials, furniture, samples, templates, and finished products. Coordinate logistics activities with Project Management, Purchasing, Production, and the warehouse team. Maintain the logistics schedule for deliveries, pickups, material receptions, sit tests, and installations. Organize sit tests in coordination with Project Management and Production, ensuring that the required furniture pieces, samples, materials, and paperwork are prepared before the client's arrival. Serve as a proactive checkpoint for the Project Manager by reviewing expected arrivals and scheduled logistics activities. Immediately notify the Project Manager when an expected sample, template, fabric, material, furniture piece, or other item does not arrive as scheduled so the Project Manager can follow up with the client or appropriate contact. Identify missing information, materials, confirmations, or documentation that could affect an upcoming logistics activity and communicate it promptly to the Project Manager. For large deliveries of finished products, begin requesting the applicable pieces from Production at least four days before the scheduled pickup or delivery. Follow up with Production to confirm that all required pieces will be completed, transferred, inspected, packed, labeled, and stored on time. Confirm that the warehouse and Production teams are properly prepared before each scheduled movement or event. Deliveries, Pickups, and Installations Schedule and coordinate deliveries, pickups, and installations with the Project Manager, vendors, trucking companies, and internal teams. Coordinate all client-related logistics through the Project Manager; the Logistics Coordinator will not communicate directly with clients. Obtain all client-approved delivery information and requirements from the Project Manager before coordinating with vendors and internal teams. Obtain and review quotes from trucking and delivery companies. Confirm dates, arrival windows, pickup times, addresses, access requirements, and the scope of work for each delivery or installation. Coordinate COIs, building requirements, insured values, and other documentation through the Project Manager when required. Confirm that furniture and materials are properly packed, labeled, staged, and ready before release. Verify that all pieces, cushions, hardware, and supporting materials are included before pickup or delivery. Track each delivery through completion and confirm successful receipt or installation. Final Quality Control Receive finished pieces from the Project Manager after the Project Manager has completed the initial quality-control inspection. Conduct an independent second quality-control inspection to provide an additional review before the items are packed and released. Verify that each item is complete, clean, in good condition, correctly identified, and ready for delivery or installation. Confirm that all required pieces, cushions, hardware, accessories, and supporting materials are included. Compare the finished pieces against the applicable work order, project documentation, and delivery requirements. Document any damage, defect, missing component, labeling issue, or other discrepancy with photographs and written notes. Immediately notify the Project Manager and Production of any issue identified during the second quality-control inspection. Confirm that all identified issues have been resolved before the pieces proceed to the PLS process or are released for delivery. Warehouse and Production Support Coordinate the movement of furniture and materials between the warehouse and Production. Participate directly in safely lifting, carrying, loading, unloading, moving, and staging furniture, materials, boxes, fabrics, samples, and templates as needed. Assist the warehouse and Production teams with physically moving items to and from designated receiving, storage, production, inspection, sit-test, and release areas. Ensure that re-upholstery items are identified, documented, and transferred to Production when needed. Organize and track samples and templates received for active projects. Prepare and organize the pieces and materials required for sit tests. Maintain clear identification of items using the applicable work order numbers, project tags, and client information. Ensure that completed and approved items follow Milo Workroom's PLS process and are properly Packed, Labeled, and Stored until they are ready for pickup, delivery, installation, or a sit test. Confirm that stored items remain protected, organized, identifiable, and accessible until their scheduled release. Fabric and Material Management Track incoming fabrics and materials using the appropriate dashboard or internal tracking system. Monitor tracking information and expected delivery dates. Coordinate the reception, identification, inspection, documentation, and storage of fabrics. Confirm that fabrics and materials are assigned to the correct work order and delivered to the appropriate production department. Immediately notify the Project Manager when an expected fabric or material does not arrive as scheduled. Report shortages, damages, incorrect materials, missing paperwork, or other discrepancies promptly. Maintain clear communication with Project Management regarding the status of all pending fabrics and materials. Vendor and Internal Communication Serve as the main point of contact between Milo Workroom and logistics vendors, including trucking, delivery, messenger, and waste management companies. Maintain clear and timely communication among Purchasing, Logistics, Production, Project Management, and the warehouse team. Provide accurate status updates and maintain written records for traceability. Follow up on pending confirmations, tracking numbers, quotes, documentation, and delivery requirements. Resolve logistical issues efficiently and escalate matters that require action from the Project Manager or another department. Documentation and Accountability Maintain organized and up-to-date logistics records for every project. Ensure that all incoming and outgoing items have the required paperwork. Document deliveries and pickups with photographs, signed paperwork, and confirmation of receipt when applicable. Keep tracking information, vendor confirmations, inspection records, quality-control records, delivery documentation, and PLS records accessible and current. Review logistics activities regularly to improve organization, communication, accuracy, and workflow efficiency. Physical Requirements This position involves regular physical activity, including standing, walking, bending, reaching, lifting, carrying, pushing, pulling, and moving furniture and materials. The Logistics Coordinator must be willing and able to participate in the physical handling, loading, unloading, and staging of furniture and materials as part of the position's daily responsibilities. The essential physical functions of this position must be performed safely, with or without reasonable accommodation. Team-lifting techniques and appropriate handling equipment must be used whenever necessary to protect employees, materials, and finished furniture.
