Logistics Assistant

Logistics Assistant

FLSA Status: Non-Exempt

Division: Industrial Services

Reports To: Operations Manager

Travel: Regional and overnight travel required

Schedule: Variable and extended shifts, including nights, weekends, holidays, overtime, on-call, and emergency response.

Position Summary

The Logistics Assistant provides administrative and scheduling support for daily Industrial Services operations. Working under the direction of the Operations Manager, this position helps maintain crew and equipment schedules, communicate job updates, organize records, and track job readiness.

This role requires accuracy, organization, dependable attendance, and clear communication in a fast-paced environment. Staffing decisions, schedule conflicts, compliance concerns, and urgent operational issues are referred to the Operations Manager.

Essential Duties and Responsibilities

• Assist with preparing and updating daily crew, vehicle, and equipment schedules based on approved assignments.
• Communicate reporting times, job locations, arrival estimates, and approved schedule changes to field personnel and customers.
• Receive calls and messages, document requests, and promptly relay call-ins, delays, job changes, and urgent concerns to the appropriate supervisor.
• Help confirm site access requirements and check training, credential, and screening records against established customer requirements; report missing or expired items before dispatch.
• Enter, organize, and review job tickets, work orders, dispatch logs, and time records for completeness; refer discrepancies for correction.
• Track crew availability, job status, and equipment readiness; report scheduling gaps, equipment issues, and potential overtime concerns.
• Coordinate routine equipment-status updates with Fleet and Maintenance as directed.
• Provide administrative support for emergency response assignments and after-hours scheduling when assigned.
• Follow company safety procedures and protect confidential employee and customer information.

Minimum Qualifications

• High school diploma or equivalent.
• Basic proficiency in Microsoft Office, including Outlook and Excel, and accurate data-entry skills.
• Ability to communicate clearly and professionally by telephone, email, and in person.
• Ability to organize records, follow instructions, and manage multiple time-sensitive tasks.
• Reliable attendance and ability to work occasional evenings, weekends, or after-hours assignments as required.

Preferred Qualifications

• Experience in office administration, customer service, scheduling, dispatch support, or logistics.
• Familiarity with industrial services, construction, transportation, or refinery operations.
• Experience using scheduling, dispatch, or ERP systems.

Safety and Compliance

• Follow company safety policies, customer site requirements, and applicable safety procedures.
• Assist with tracking employee training, certifications, and site-access requirements; report missing or expired items to the Dispatcher, Operations Manager, or Safety Department.
• Confirm required approvals and clearances with the appropriate department before communicating crew assignments or site-access instructions.
• Maintain accurate scheduling, training, and operational records, and protect confidential employee and customer information.
• Promptly report safety concerns, incidents, scheduling conflicts, or compliance issues to the appropriate supervisor.
• During equipment-yard or customer-site visits, complete required orientation, wear designated PPE, remain in authorized areas, and follow site safety rules.
• Perform only tasks within assigned responsibilities, training, and authorization; refer safety and compliance decisions to the appropriate manager or Safety Department.

Physical Demands and Work Environment

With or without reasonable accommodation, the employee must be able to:

• Spend extended periods sitting and using a computer, telephone, and other communication equipment; occasionally stand and walk.
• Read schedules and electronic records, enter information accurately, and communicate with customers, drivers, crews, and managers.
• Work primarily in an office with frequent calls, interruptions, changing priorities, and time-sensitive requests.
• Occasionally visit equipment yards or industrial job sites as assigned, following applicable safety rules and wearing required personal protective equipment.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Employment and Equal Opportunity

This job description is not a contract and does not alter the at-will nature of employment. It describes the position's primary responsibilities but is not intended to include every possible duty; the company may modify responsibilities based on operational needs.

EnviroVac/Vecta is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, gender identity, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.