The Logistics & Travel Coordinator is an administrative operations role responsible for keeping KoiReader's physical goods, people, and expense processes moving smoothly. This individual sources and manages vendor relationships and owns the end-to-end purchase order and shipping lifecycle — generating POs, placing orders, and tracking shipments in coordination with carriers (UPS, FedEx, and others) and vendors on freight, duties, and shipping fees — and manages the full RMA and reverse logistics process for defective, damaged, or returned goods. The same person administers KoiReader's corporate travel and expense program for employees and contractors, coordinates advance travel booking for resource deployments, runs monthly lab inventory and organization audits at the Dallas facility alongside the lab technicians, audits contractor and employee expense reports for compliance with Finance, and supports the executive team with meeting scheduling and management of the CEO's expense reports.
This is a full-time, salaried (exempt) position based on-site in Dallas, Texas, paid a fixed annual salary that does not vary based on hours worked and is not eligible for overtime pay. The ideal candidate is highly organized, detail-oriented, comfortable juggling logistics and travel deadlines in parallel, and trustworthy with sensitive financial and executive information.
1. Vendor Sourcing, Procurement & PO Generation
- Identify, evaluate, and onboard new vendors and suppliers for lab equipment, hardware components, and operational goods; benchmark pricing, lead times, and quality across sourcing options.
- Negotiate pricing, payment terms, and service-level agreements with vendors to reduce cost and improve reliability.
- Maintain a qualified vendor list and conduct periodic vendor performance reviews; source qualified backup/secondary suppliers for critical components to mitigate single-source risk.
- Generate, issue, and track Purchase Orders (POs) for lab supplies, hardware components, and operational purchases from request through fulfillment.
- Place and confirm orders with vendors; follow up on order acknowledgments, lead times, and backorders.
- Maintain accurate PO records and match POs to invoices and packing slips in partnership with Finance.
- Track open orders and proactively flag delays or discrepancies to the requesting team.
2. Shipping & Carrier Coordination
- Coordinate inbound and outbound shipments with UPS, FedEx, freight forwarders, and other carriers.
- Track shipments end-to-end and communicate status updates to internal stakeholders and the Dallas lab.
- Work directly with vendors and carriers to resolve questions on shipping fees, customs duties, tariffs, and billing discrepancies.
- Prepare and review shipping documentation as needed (packing lists, customs paperwork, proof of delivery).
3. RMA & Reverse Logistics Management
- Own the end-to-end RMA (Return Merchandise Authorization) process for defective, damaged, or excess inventory — initiating requests with vendors and carriers through final resolution (replacement, credit, or refund).
- Coordinate return shipments, packaging, and compliant labeling for RMA items per vendor and carrier requirements.
- Track RMA status and proactively follow up with vendors and carriers to ensure timely turnaround and resolution.
- Maintain RMA logs and reconcile credits, replacements, and refunds against original POs and invoices in partnership with Finance.
- Identify recurring RMA or defect trends and report findings to Operations and Hardware leadership for corrective action.
4. Corporate Travel Program Administration
- Create, own, and continuously improve KoiReader's corporate travel program and booking policies for employees and contractors.
- Book and manage travel arrangements (flights, hotels, ground transportation) for employees and contractors, ensuring advance booking to control cost and availability.
- Coordinate resource and deployment-related travel for contractors and employees supporting installations, field service, and customer sites.
- Maintain relationships with travel vendors (airlines, hotel chains, travel management platforms) to secure favorable rates and terms.
- Serve as the point of contact for traveler questions, itinerary changes, and travel emergencies.
5. Expense Report Audit & Compliance
- Audit contractor and employee expense reports for policy compliance, accuracy, and proper documentation, working closely with the Finance department.
- Flag out-of-policy spend, missing receipts, or coding errors and follow up with submitters for resolution.
- Maintain expense policy documentation and help train employees and contractors on submission requirements.
- Manage and reconcile the CEO's expense reports, ensuring timely, accurate, and confidential handling.
6. Dallas Lab Inventory & Organization Audits
- Lead the monthly Dallas-based lab inventory audit in coordination with the lab technicians, verifying counts, asset tags, and storage records against system data.
- Conduct a monthly lab organization audit, confirming bin labeling, storage placement, and housekeeping standards are maintained.
- Document audit findings and discrepancies; partner with lab technicians and Operations leadership on corrective action.
- Maintain audit logs and provide monthly summaries to Operations leadership.
7. Executive Support & Scheduling
- Schedule and coordinate meetings for the executive team, managing calendar conflicts and logistics.
- Support the CEO and executive team with travel arrangements, meeting preparation, and general administrative needs as they arise.
8. Reporting & Documentation
- Maintain organized records across sourcing, procurement, shipping, RMAs, travel, and expense processes.
- Provide regular status reports to Operations leadership on open POs, shipments in transit, RMA turnaround, travel spend, and audit outcomes.
- Identify and recommend process improvements to reduce cost and administrative burden across sourcing, logistics, travel, and expense workflows.
- High school diploma required; Associate's or Bachelor's degree in Business Administration, Supply Chain, or a related field preferred.
- 2+ years of experience in a logistics, procurement, travel coordination, or administrative/executive support role.
- Experience placing and tracking purchase orders and working directly with shipping carriers (UPS, FedEx, or similar).
- Experience sourcing vendors/suppliers and negotiating pricing, terms, and service-level agreements.
- Experience managing RMA, warranty, or product-return processes with vendors and carriers.
- Experience booking and managing corporate travel, or strong aptitude to build and run a travel program from scratch.
- Comfort working with expense reporting tools and basic financial reconciliation.
- Exceptional organizational skills and the ability to manage multiple concurrent deadlines across different workstreams.
- High degree of discretion and trustworthiness — this role handles executive and financial information.
- Strong written and verbal communication skills; comfortable coordinating directly with vendors, carriers, and executives.
- Proficiency with Microsoft Excel / Google Sheets and standard office software.
- Working proficiency with AI productivity tools (e.g., Claude/Claude Cowork, Gemini, or similar) for tasks such as drafting communications, summarizing documents, research, and streamlining sourcing, travel, and expense workflows.
- Must be authorized to work in the United States and able to work on-site in Dallas, TX.
- Experience with expense management platforms (e.g., Expensify, Concur, Ramp, or similar) and corporate card programs.
- Experience with travel management platforms or corporate travel agencies.
- Familiarity with ERP, procurement, or inventory systems (e.g., NetSuite, QuickBooks, or similar).
- Prior experience supporting a C-suite executive or executive team.
- Familiarity with import/export basics, customs duties, and international shipping terms (Incoterms).
- Experience in a startup or fast-paced technology / hardware environment.
Competencies & Skills
Core Competencies
Technical Skills
Organization & Time Management
Purchase Order / Procurement Systems
Vendor & Carrier Coordination
Vendor Sourcing & Sourcing Platforms
Vendor Negotiation & Relationship Management
Shipping & Carrier Platforms (UPS, FedEx)
Discretion & Confidentiality
RMA / Warranty & Returns Systems
Cross-functional Communication
Corporate Travel Booking Tools
Attention to Detail
Expense Management Platforms
Problem-Solving Under Deadline
Advanced Excel / Google Sheets
AI-Assisted Productivity & Adaptability
AI Productivity Tools (Claude/Claude Cowork, Gemini, or similar)
Compensation — Dallas, TX Market Benchmarks
This is a full-time, salaried (exempt) position paid a fixed annual salary that does not fluctuate with hours worked and is not eligible for overtime pay.
- Comprehensive health, dental, and vision insurance.
- Paid Time Off (PTO): Tenure-based 12 to 20 days per year + federal holidays.
- Performance-based bonus and equity eligibility for the right candidates.
- Employee referral program.
- On-site role with regular exposure to KoiReader's executive team and Dallas lab operations.
- Primarily office-based at KoiReader's Dallas facility, with regular presence in the Physical AI Lab for monthly audits.
- Standard full-time schedule; as an exempt, salaried position, hours may vary based on business needs (e.g., shipment deadlines, travel booking windows, expense close periods) without additional overtime compensation.
- Ability to lift and carry up to 25 lbs. (for lab inventory audit purposes).
- Occasional local travel within the DFW area may be required (e.g., shipping facility visits).
- Must be authorized to work in the United States. We do not sponsor work visa.
KoiReader Technologies, Inc. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
