Logistics Coordinator United States – Remote | Full-time Job Description Safal Partners is seeking a detail-oriented Logistics Coordinator to support day-to-day operations across expense reporting, vendor contracts and modifications, travel coordination, subscription and expense tracking, and employee support. This role keeps critical administrative workflows moving accurately and on schedule while serving as a responsive point of contact for staff and project managers. Duties and Responsibilities - Daily Operations & Communications: Monitor email and Microsoft Teams, responding to and routing requests; provide support to employees in understanding company policies and procedures. Manage corporate company e-mail inbox and phone line
- Expense Reports: Manage expense reporting for staff including assisting staff with their reports, approving expense reports, and monitoring the queue to follow up on needed changes before deadlines. Reconcile receipts, categories, projects, and reimbursements. Track requests in the Travel Request Smartsheet, ensuring travel requests match submitted expense reports. Perform credit card reconciliations
- Contracts & Modifications: Create contracts and modifications using templates in DocuSign and Contract Safe, including W9/ACH forms; monitor vendor contracts and overages and report to the project team. Vendor onboarding and off-boarding. Gatekeep contract requests to ensure they comply with company regulations and send to legal for review as needed. Manage contract templates
- Subscriptions: Manage subscription expenses and renewal dates
- Travel: Serve as point of contact for travel questions and assistance in booking travel using platforms such as Hotel Engine. Manage travel requests to ensure they receive timely approval
- AP Approval: Work with team members to review and approve monthly vendor payments. Confirm weekly expense reports for payment
- Administrative Program Support: Assist project teams with miscellaneous administrative tasks and purchases as needs arise
- Proposal Support: Support the proposal team with corporate registrations and forms. Enter NDAs and TAs into our contract software as required
- Ad Hoc Requests as needed
Required Qualifications Associate's degree Experience in office administration, operations, or logistics/administrative support preferred Proficiency with Microsoft Teams and Microsoft Office Suite (Outlook, Excel, Word) Experience using DocuSign or a similar e-signature platform to prepare contracts, modifications, and forms (e.g., W9/ACH) Experience with expense reporting and reconciliation (receipts, categories, reimbursements) Strong organizational skills and attention to detail, with the ability to manage multiple recurring deadlines across concurrent workflows Strong written and verbal communication skills; comfortable acting as a point of contact for staff and vendor inquiries Must be authorized to work in the United States
Preferred Qualifications - Experience with Contract Safe or similar contract lifecycle management software
- Experience using Smartsheet to track travel, contracts, and expiration dates
- Experience with accounts payable (AP) approval processes and credit card reconciliation
- Experience supporting a fully remote or distributed team
Additional Information
Safal Partners is committed to supporting your mental, emotional, and physical health and wellbeing. Our comprehensive benefits package includes: - Medical, dental, and vision coverage, life insurance and employee assistance programs
- Paid federal holidays, generous PTO, and dedicated sick leave
- 401(k) plan with immediate vesting and competitive company matching
- Flexible pathways that support advancement, mobility, and long-term development, including access to courses and certifications
- Opportunities to contribute to innovative, mission-driven projects with impact at the federal, state, and national levels
- A collaborative environment grounded in continuous improvement, and shared purpose
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