Logistics Administrative Coordinator

Job Type

Full-time

Description

Location: Virginia Beach, Onsite

General Description

The Logistics Administrative Coordinator will support the Senior Manager, Logistics on all Operation Smile logistics functions including planning, shipping and receiving, inventory management, recordkeeping, and quality assurance related to the management of prescription and over the counter drugs, devices, and medical supply inventory for use in Operation Smile programs. The Logistics Administrative Coordinator ensures that the Global Standard of Care qualities are maintained on all Operation Smile medical program equipment, both in the US and abroad, and maintains quality control procedures for warehouse inventory processes.

Essential Functions

• Understands and follows all distribution center policies and procedures.
• Prepares and processes international shipping documents, ensuring compliance with country-specific regulations.
• Acts as Notary Public for the Logistics Department.
• Maintains up-to-date shipping regulations and manages the logistics cargo board.
• Builds relationships with foundation staff, freight forwarders, and government agencies.
• Coordinates with freight companies to arrange shipments and complete documentation.
• Communicates shipment timelines with local foundations.
• Troubleshoots shipping issues with internal teams and government agencies.
• Organizes shipping and office supplies, resolving any order issues.
• Uses the warehouse inventory system (Solid Vision) and updates templates.
• Assists with inventory checks, audits, and spot-checks for quality control.
• Participates in annual warehouse inventory and audit of prescription and over the counter drugs, devices, and medical supplies.
• Maintains logistics SharePoint and uploads documents as needed.
• Authenticates cargo documentation through various foreign consulates as required by specific countries (requires travel to Washington DC embassies and consulates).
• Ensure the quality of inventory procedures and systems by performing inventory “spot checks,” and evaluating the expiration dates of product and material.
• Maintain records of service and detailed troubleshooting information on each piece of equipment at each foundation.
• Assist in the planning and execution of the organization's logistical needs, including the transportation of goods, supplies, and equipment for events and programs.
• Address any logistical issues or disruptions that may arise, working quickly to find solutions that minimize impact on program operations.
• Keep record of when all maintenance of the logistics equipment needs to be serviced by contractor EAHEART: Caterpillar Forklift, Multi Swift (electric pallet), Power RAMdock leveler, Skyjack Scissor.
• Responsible for cross-training in all logistic areas to serve as the back-up when needed.
• Assists with new hire orientation and training for the Logistics department.
• Additional duties as required.
  
  

Requirements

Experience Required (education/work):

• Degree in Operation Management or Logistics preferred but not required; relevant experience will be considered.
• Minimum 2 years work experience in office setting.
• Logistics experience is a plus.
• Possess a valid passport and driver’s license for travel.
  
  

Why Operation Smile?

Meaningful Work - At Operation Smile, you will engage in meaningful work that transforms lives, providing essential medical care to children and contributing to global health and well-being.

A Brighter Future - Make saving for the future easy with Operation Smile’s 401(k) plan, featuring Safe Harbor and employer matching. Cha-ching!

Happy and Healthy - Kick back and relax with Operation Smile's all-in-one health plans! We've got your health, pharmacy, dental, and vision needs covered for you and your loved ones. No worries, just smiles!

Worry-Free Insurance - Enjoy true peace of mind with 100% paid premiums for life and AD&D insurances. We've got you covered, no matter what!

Take Your Time (Off) - Start with 15 days of paid time off in your first year plus celebrate with company-paid holidays! More time for fun and relaxation

Work it, Flex it - Enjoy flexible work arrangements that fit your lifestyle, with remote, on-site, and hybrid work arrangements.

Travel Minus Stress - See the world through our unique employee programs, which offer opportunities to participate in international medical trips, community outreach, and global health initiatives.

Compensation

Intended salary range - $41,600 - $52,000

This is a full-time salaried position, the compensation for this position will be determined based on several factors. We strive to offer competitive salaries that reflect the value and expertise of our team members, and consider location, qualifications, and other factors when determining the final compensation package.

Salary Description

$41,600 - $52,000