Logistics Specialist
Orsman Design, Inc.About Us Orsman Design, Inc. is an established architectural lighting design company with offices in New York City, Southampton, and Miami. We specialize in high-end residential and commercial lighting projects and work closely with project managers, manufacturers, vendors, and contractors to deliver exceptional results. We are seeking a highly organized, detail-oriented Logistics & Vendor Coordination Specialist to join our team and oversee vendor shipment schedules, estimated shipping dates, and logistics coordination across our projects. Position Overview The Logistics & Vendor Coordination Specialist will be responsible for maintaining accurate estimated shipping dates (ESDs), coordinating with domestic and international vendors, monitoring order status, and ensuring timely communication between procurement, project management, and our warehouse. This position supports multiple active projects across our three offices and requires someone who is proactive, comfortable managing a high volume of information, and able to follow up consistently without constant supervision. Key Responsibilities Vendor Coordination & Estimated Shipping Dates Manage ESD follow-ups for all open purchase orders across the company. Contact domestic and international manufacturers and vendors at least biweekly to obtain updated estimated shipping dates. Maintain accurate and current vendor shipping information in a centralized logistics spreadsheet. Identify delayed orders, missing shipping confirmations, and changes to previously provided ESDs. Proactively communicate significant delays to the appropriate procurement specialists and project managers. Escalate vendors who fail to provide timely or accurate updates. Logistics & Shipment Coordination Maintain organized logistics records by project, including purchase order numbers, fixture types, quantities, ESDs, and available tracking information. Record shipping confirmations, tracking numbers, and carrier details provided by vendors. Coordinate shipment information with procurement, project management, and the warehouse. Assist in resolving shipping discrepancies, missing documentation, and delivery-related issues. Maintain accurate records without requiring individual package tracking for every fixture or component. Warehouse Coordination Work closely with the warehouse attendant to coordinate incoming and outgoing materials. Review packing slips and receiving documentation provided by the warehouse. Coordinate shipping instructions and communicate outgoing shipment requirements. Ensure warehouse receiving and shipping records are properly organized and accessible. Reporting & Communication Provide regular logistics updates to procurement and project management teams. Maintain a clear and accurate overview of outstanding orders, estimated shipping dates, and potential delays. Identify recurring vendor issues and recommend process improvements. Support efficient communication between our New York City, Southampton, and Miami offices. Qualifications Minimum 2–3 years of experience in logistics coordination, vendor management, purchasing support, supply chain operations, or a related field. Strong proficiency in Microsoft Excel, including filtering, sorting, and maintaining detailed tracking spreadsheets. Excellent organizational skills and attention to detail. Strong written and verbal communication skills. Ability to manage multiple priorities and a high volume of purchase orders. Experience communicating with domestic and international vendors. Proactive approach to follow-ups, problem-solving, and meeting deadlines. Ability to work independently while collaborating with multiple departments. Preferred Qualifications Experience in architectural lighting, construction materials, interior design, or related industries. Familiarity with purchase orders, shipping documentation, freight carriers, and vendor lead times. Experience with QuickBooks or similar purchasing and accounting systems. What…