Admin & Logistics Coordinator to Software/AI Company / in San Francisco, California


JOB REFERENCE NUMBER: 2199

POSTED ON Aug 25, 2025 — Coordinator BY POCKETBOOK AGENCY

We are seeking a hands-on Admin & Logistics Coordinator to support the hardware team of an innovative software company in San Francisco, CA. This role combines dedicated support for the team lead and managing travel, schedules, and shipments for a team of 6. The ideal candidate will ensure every package, prototype, and piece of equipment arrives on time and every calendar is organized with precision. Accuracy, a high sense of urgency, and eagerness to take initiative are key traits for success in this role.

Responsibilities
  • Serve as the primary logistics coordinator for the hardware team, overseeing domestic and international shipping of prototypes, components, and equipment.
  • Track all shipments end-to-end, maintain accurate records, and provide real-time updates to the team.
  • Coordinate with overseas vendors, freight forwarders, and customs brokers to ensure smooth, on-time deliveries and resolve shipping issues promptly.
  • Prepare, package, and ship fragile, sensitive, or high-value materials in compliance with international shipping regulations.
  • Support the hardware lead directly by managing their calendar, scheduling meetings, and coordinating priorities across time zones.
  • Build and manage detailed itineraries for the team traveling internationally, including flights, accommodations, equipment transport, and other logistics.
  • Collaborate with travel agencies and internal administrative teams to ensure seamless travel experiences.
  • Maintain hardware asset records, including serial numbers, shipment histories, and storage locations.
Qualifications
  • 2+ years in logistics, supply chain operations, or administrative support, ideally with international shipping experience.
  • Prior experience coordinating logistics with overseas suppliers in Asia (Taiwan, Japan) or Europe is a huge plus!
  • Familiarity with customs documentation, import/export compliance, and HS codes.
  • Comfortable using shipping platforms (FedEx, UPS, DHL) and freight forwarder portals.
  • Exceptional organizational skills and attention to detail, with the ability to manage multiple shipments and travel plans simultaneously.
  • High sense of urgency, proactive problem-solving, and eagerness to take initiative.
  • Able to lift/move boxes or equipment up to 30 lbs.
Location: San Francisco, CA (fully onsite)

Compensation and benefits: DOE
 

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