Scope of the role:

The Logistics & Administration Executive will be responsible for the overall coordination of customer deliveries, pickups, transportation, and related logistics activities. The position will act as a key coordination point between Sales, Accounts, Operations, Warehouse, Customers, Transporters, and Vendors, ensuring that orders are delivered on time, with accurate communication and minimum waiting time at the warehouse. In addition to logistics responsibilities, the position will take ownership of office purchases, vendor coordination, and general administrative procurement, ensuring that the company has the required supplies and services available on time and at appropriate commercial terms.

Communication, coordination, organization, follow-up, and ownership are the key requirements for success in this position.

Key Responsibilities

A. Logistics & Delivery Coordination

 Coordinate the complete logistics process for customer orders from order readiness through final delivery.

 Coordinate with the Sales Team, Accounts Team, Operations Team, QC, Warehouse, Customers, and Transporters to ensure smooth and timely dispatch.

 Confirm with customers the required pickup / delivery date, time, location, vehicle requirements, and delivery instructions.

 Coordinate customer pickups and ensure that the material is ready before the vehicle arrives.

 Arrange transportation and coordinate with approved transporters and logistics service providers.

 Share accurate pickup and delivery information with all relevant internal and external parties.

 Monitor vehicle arrival, loading, dispatch, transit, and delivery status.

 Ensure minimum waiting time for vehicles at the warehouse.

 Coordinate with the warehouse to ensure material, documents, packaging, and loading arrangements are ready before the vehicle arrives.

 Follow up with transporters until the material reaches the customer.

 Obtain and maintain Proof of Delivery (POD) and other relevant delivery documents.

 Immediately communicate any delays, transportation issues, customer changes, or delivery problems to the relevant departments.

 Maintain proper records of all shipments, deliveries, transportation costs, PODs, and related documents.

 Coordinate with Accounts regarding freight charges, transport invoices, and supporting documents where required.

 Support Sales in providing customers with accurate logistics and delivery updates.

B. Internal Coordination The position will serve as an important coordination link between departments.

Coordination with Sales

 Receive delivery requirements and customer instructions from Sales.

 Confirm order readiness and delivery commitments.

 Keep Sales updated regarding pickup, dispatch, transit,



and delivery status.

 Immediately highlight any issue that may affect the customer delivery commitment

Coordination with Accounts

 Coordinate regarding payment / credit status where required before dispatch.

 Ensure that required commercial or financial approvals are available before arranging dispatch.

 Coordinate transportation invoices and supporting documents.

 Ensure that logistics-related documents are properly submitted to Accounts

Coordination with Operations & Warehouse

 Obtain daily information regarding orders ready for dispatch.

 Plan pickups and deliveries based on material readiness.

 Coordinate loading schedules to avoid unnecessary congestion and waiting time.

 Ensure that the warehouse receives sufficient advance notice of vehicle arrival.

 Coordinate urgent deliveries and priority customer requirements.

 Monitor pending dispatches and ensure that no order remains pending because of lack of follow-up.

3. Customer Coordination

 Contact customers to confirm delivery schedules and pickup arrangements.

 Coordinate with customer logistics / stores / receiving teams.

 Confirm delivery addresses, contact persons, working hours, and vehicle requirements.

 Provide customers with dispatch and delivery updates.

 Handle routine logistics-related customer queries.

 Follow up for PODs and delivery confirmation.

 Escalate customer complaints or delivery issues internally and ensure proper follow-up until closure.

 Maintain a professional relationship with customers through clear and timely communication.

4. Transporter & Logistics Vendor Management

 Coordinate with existing transporters and logistics vendors.

 Obtain transportation quotations when required.

 Compare rates, service levels, and delivery timelines.

 Coordinate vehicle availability according to customer requirements.

 Maintain an updated list of approved transporters and logistics vendors.

 Monitor transporter performance, including timely vehicle placement, delivery performance, waiting time, documentation, communication, and freight cost.

 Identify new transporters when required and coordinate their onboarding.

 Escalate repeated transporter performance issues to management.

5. Office Purchase & Administration

 Identify and coordinate all routine office purchase requirements.

 Purchase office stationery,



consumables, pantry items, housekeeping supplies, and other approved office requirements.

 Coordinate purchases of small equipment, office supplies, maintenance items, and other administrative requirements.

 Obtain quotations from vendors where appropriate.

 Compare pricing and negotiate with vendors to achieve reasonable commercial terms.

 Coordinate with existing vendors and develop relationships with reliable new vendors.

 Ensure purchases are made on time and that critical office requirements do not run out of stock.  Maintain a basic record of office purchases and recurring requirements.

 Coordinate with Accounts for purchase documentation, invoices, and payments.

 Monitor vendor performance and resolve routine supply issues.

 Maintain an updated vendor list with contact details and relevant commercial information.

 Ensure that purchases are made in accordance with company approval and purchasing procedures.

6. Administration Responsibilities

 Support the smooth day-to-day administration of the office.

 Coordinate office maintenance and service requirements.

 Coordinate with housekeeping, maintenance, security, courier, and other service providers.

 Manage routine courier and document dispatch requirements.

 Maintain records related to vendors, purchases, logistics, and administrative services.

 Ensure that key administrative requirements are followed up and closed on time.

 Support management and other departments with administrative coordination when required.

7. Daily Monitoring & Follow-Up The person is expected to maintain a daily logistics and administration tracker covering, where applicable:

 Orders ready for dispatch

 Customer pickup requirements

 Planned deliveries

 Vehicle status

 Dispatch status

 Delivery status

 Pending PODs

 Transporter issues

 Freight costs

 Pending customer logistics requirements

 Office purchase requirements

 Pending vendor deliveries

 Pending administrative issues The objective is to ensure that nothing is missed because of lack of follow-up or communication.

8. Key Performance Indicators (KPIs) Logistics

 On-time delivery performance

 On-time vehicle placement

 Reduction of warehouse waiting time

 Accuracy of delivery coordination

 Timely availability of PODs

 Number of logistics issues / escalations

 Transportation cost control

 Timely closure of delivery-related issues

Coordination  Speed and accuracy of communication  Timely follow-up with internal departments  Timely customer updates  Ability to identify and resolve issues before they become problems

Administration & Purchasing

📌 Logistics & Administration Executive (Devanahalli)
🏢 Vandey Global Services
📍 Devanahalli