Logistics Coordinator/Admin Assistant

Company: Unitek Supply, LLC.

Pearl City, HI

Position Summary:

The Logistics Coordinator/Administrative Assistant is a dual-function role designed to ensure smooth supply chain operations while also providing administrative support. As Logistics Coordinator, oversee container scheduling, freight movement, inventory accuracy, delivery coordination, and claims for damage. As Administrative Assistant to the DS, support reporting, scheduling, communications, and follow-up with sales-related initiatives. This hybrid role ensures seamless integration between warehouse operations and sales/leadership functions.

Duties and Responsibilities:

Logistics & Shipping Coordination

• Schedule, track, and monitor incoming containers, interisland shipments, and outbound deliveries.
• Communicate with freight forwarders, trucking companies, and shipping lines to confirm schedules and resolve transit issues.
• Ensure proper labeling, documentation, and compliance with shipping/receiving requirements.
• Provide clerical support to plan delivery schedules aligned to incoming container product availability and allocation.
• Link container allocations in Visco Software to pick tickets and open sales orders for accurate product flow.
• Maintain and communicate delivery schedules to sales and warehouse teams.

Inventory & Warehouse Support

• Assist with container receiving, unloading, and accurate system entry into Visco Software (ERP/POS system).
• Ensure inventory counts and stock movements are updated and reconciled.
• Communicate shortages, backorders, or damages to management promptly.
• Support the Warehouse Manager in ensuring stocking levels align with sales and project demand.
• Help allocate inbound inventory to customer orders/projects and prioritize deliveries.
• Link container allocations in Visco to pick tickets and open sales orders to ensure timely and accurate product flow.
• Process and file claims for damaged goods with carriers/vendors; track resolutions and report status to DS and leadership.

Administrative Support to the Director of Sales (DS)

• Provide clerical and scheduling support directly to the DS & EAVP.
• Assist with maintaining the Director’s calendar for vendor, customer, and internal meetings.
• Assist with preparing reports, presentations, and follow-up notes from sales meetings.
• Help coordinate communication between the DS and sales, warehouse, and vendor partners.
• Track customer inquiries and ensure timely responses are logged and addressed for follow-up as applicable.
• Work alongside the Executive Assistant to the VP on special projects and high-level reporting.

Customer & Vendor Communication

• Provide timely updates on delivery schedules and order status.
• Support the sales team with logistics-related questions.
• Build and maintain relationships with carriers, vendors, and warehouse staff.
• Collaborate with carriers and vendors to resolve and report claims for damage or shortages.

Documentation & Compliance

• Prepare bills of lading, shipping documents, and customs/port documentation when required.
• Maintain organized and accurate records for audits and reporting.
• Ensure compliance with all safety, environmental, and industry regulations.

Knowledge, Skills, Abilities, and Other Characteristics:

• Organizational & Multitasking Skills: Effectively manage multiple priorities and tasks.
• Communication: Excellent written and verbal communication skills.
• Administrative Support: Provide strong clerical and administrative support to senior management.
• Technical Proficiency: Skilled in Microsoft Office Suite (Excel, Outlook, Word).
• Attention to Detail: Maintain accurate records and precise documentation (claims processing and clerical support)
• Time Management: Meet strict deadlines for shipping, inventory, and reporting.
• Adaptability: Balance operation logistics with administrative priorities.
• Confidentiality: Handle sensitive information for DS and VP with discretion.
• Customer Service: Deliver timely and responsive support to customers and the sales team.
• Demonstrated reliability, including regular and predictable attendance and punctuality.
• Ability to maintain a positive, respectful, and professional demeanor and conduct oneself with integrity.

Education, Training, and Experience: 

Required:

• High School diploma or equivalent required.
• 2+ years of experience in logistics, shipping, or supply chain coordination.

Preferred:

• Experience with Visco Software or other ERP/POS systems.
• Comprehensive knowledge of Hawaii’s supply chain, from container receiving through interisland shipping and delivery coordination.
• Previous experience as an assistant or coordinator supporting sales and leadership teams.

Benefits:

• Competitive compensation package
• Retirement savings options, including ESOP (Employee Stock Ownership Plan), 401(k) with employer matching 
• Health and Wellness: Medical, dental & drug insurance, flex spending account (FSA), group life insurance
• Time off and Work-Life Balance: Paid holidays & PTO
• Professional development opportunities

About Us: 

Unitek Supply is Hawaii’s leading wholesale distributor of U.S. industrial and marine manufactured products. Originally a division of Unitek Insulation, it became an independent entity under the name Unitek Supply, LLC in 2009. As the state’s largest and most experienced distributor, we’re trusted by contractors, government agencies, and commercial businesses alike for our reliability, responsive service, vast inventory, and complimentary drop-off service for inter-island cargo shipments.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

We are an Equal Employment Opportunity Employer. All employment decisions will be made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, genetic information, national origin, disability or protected veteran status.