Logistics Administrator in Hauppauge, New York at Flexible Systems

Position SummaryFlexible 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 ITFlexible 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

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