Logistics Coordinator - Inbound

Since 1980, NAI has been a leader in nutritional health, bringing whole food-based supplements to a global population. NAI is a leading expert and manufacturer of dietary supplements, and we are involved in every facet of the industry, including research, development, manufacturing, marketing, and advocacy. As a company, we continue to grow with manufacturing locations in Vista and Carlsbad, CA. We are looking for seasoned and entry level candidates that are interested in working for global company with opportunities for growth, development, competitive pay, and benefits.

Position Summary

The Logistics Coordinator is responsible for managing and overseeing the inbound shipment and delivery portion of purchase orders after PO creation, including supplier follow-up on ship dates, shipment tracking, carrier coordination, risk identification, and proactive communication of delivery status. This role works closely with Purchasing, Planning, Receiving, suppliers, freight forwarders, carriers, and internal departments to ensure timely delivery, inventory availability, and accurate shipment visibility.

This role plays a critical part in supporting supply chain efficiency, analyzing freight spending, and maintaining accurate documentation while resolving logistics-related issues. This role also supports continuous improvement initiatives focused on supplier on-time delivery performance and inbound logistics efficiency.

Essential Duties & Responsibilities

Inbound Shipment & Transportation Management:
• Coordinate and track inbound shipments to ensure on-time delivery from suppliers and vendors.
• Work with freight forwarders, carriers, and customs brokers to arrange transportation and resolve shipping delays.
• Manage and monitor import processes, including customs clearance, duties, and tariffs. Ensure shipments comply with international trade regulations, import laws, and internal policies.
• Create, review and approve shipping documents, invoices, and bills of lading.

Purchase Order & Supplier Follow-Up:
• Monitor open purchase orders after placement and proactively follow up with suppliers regarding shipment readiness, ship dates, and delivery status.
• Maintain accurate expected receipt dates and shipment status information within ERP systems and internal tracking tools.
• Identify potential supply risks, late deliveries, and material shortages before they impact production schedules.
• Escalate supplier performance issues and unresolved delivery concerns in a timely manner.
• Track supplier on-time delivery performance and support corrective actions for recurring service issues.

Communication & Issue Resolution:
• Proactively communicate shipment delays, supplier issues, inventory risks, and transportation challenges to Planning, Purchasing, Operations, and other stakeholders.
• Ensure inbound shipment status is communicated before receipt dates are impacted.
• Respond to supplier, carrier, and internal inquiries within established service expectations.
• Escalate critical supply chain issues requiring management intervention.
• Maintain effective communication across cross-functional teams to support uninterrupted production and customer service.

Documentation & Compliance:
• Maintain accurate records of inbound shipments, freight documentation, and customs documentation.
• Ensure compliance with import regulations, supplier agreements, and company policies.
• Work with Finance to ensure accurate invoicing, duty payments, and freight charges.
• Ensure freight damage, shortage, and loss claims are properly documented, submitted, tracked, and resolved in a timely manner while maintaining complete claim records and supporting documentation.

Supplier & Vendor Coordination:
• Develop and maintain effective working relationships with suppliers, carriers, freight forwarders, and customs brokers to support efficient inbound logistics operations.
• Coordinate with suppliers and service providers to resolve shipment issues and support continuous improvement in supplier delivery performance.

Freight Budget Analysis & Reporting:
• Assist in the development and tracking of the freight budget for inbound logistics.
• Support monthly reviews of actual freight costs vs. budget, identifying key variances and cost drivers.
• Collaborate with Finance and Procurement to analyze trends and help forecast future freight needs.

Cost Management & Optimization:
• Analyze freight costs and work with carriers to negotiate competitive shipping rates.
• Identify cost-saving opportunities in inbound transportation and supplier relationships.
• Optimize shipment consolidation and routing to reduce logistics expenses.

Other Duties
• Participate in special projects as required.
• Assist Purchasing with Customer Supplied items.
• Assist with other tasks as required.

Qualifications
• AA degree required or 3+ years of experience in a similar field or work environment required.
• Effective interpersonal skills. Strong written and oral communication skills; must be able to communicate with all levels of the organization.
• Demonstrated ability to manage a high volume of purchase orders, supplier communications, and shipment activities simultaneously.
• Demonstrated ability to proactively manage supplier follow-up, shipment tracking, and issue resolution with a strong sense of urgency.
• Strong organizational skills with proven ability to prioritize competing demands and meet deadlines.
• Strong problem-solving skills and ability to proactively identify and resolve issues.
• Ability to work independently with minimal supervision while maintaining a high level of accountability.
• Proven follow-through and attention to detail.
• Knowledge of material management and ERP systems. Prior Baan system experience is preferred.
• Must be proficient in Microsoft Office applications, including Word and Excel, with strong Excel and data-entry accuracy skills.
• Strong commitment to ongoing process improvements and being an integral part of the success of the organization.
• Must be a self-starter and be able to work in conjunction and independently of others in the department.

Physical Demands
• While performing the duties of this job, the employee is regularly required to walk; use hands to finger, handle, or feel; reach with hands and arms; stoop and kneel; talk and hear. The employee is frequently required to sit and stand.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus.
• Lifting requirement: Up to 30 pounds.

The physical demands are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodation may be made upon request to enable individuals with qualified disabilities to perform the essential functions of the job.

Training
• See Qualifications section.

Decision Making
• As required to execute Duties and Responsibilities.

Communication
• Excellent communication skills.

Equipment Used
• Computer, copier, printer.

Work Environment
• Computer workstation and climate-controlled office environment.
• May occasionally enter production areas where personal protective equipment might be required to prevent or lessen exposure to airborne powdered nutritional supplement substances.

Benefits:

• Medical plan options - Two HMO and one PPO
• Dental, vision, life insurance and other voluntary benefit options.
• 3 weeks' vacation and 11 paid holidays
• 401K including company matching and profit sharing
• $1,000 Employee Referral Bonus
• Quarterly employee lunches, Employee of Month and other recognition programs
• Opportunities for advancement
• Comprehensive training
• Tuition Reimbursement and more!