Gift Logistics Coordinator

🎯 Role Definition

The Gift Logistics Coordinator is the operational cornerstone of the gifting experience, ensuring that every curated gift, corporate package, or special delivery is executed with precision, care, and timeliness. This role is responsible for the entire physical journey of a gift, from inventory management and order processing to final-mile delivery and issue resolution. More than just shipping, this position is about flawlessly orchestrating a critical brand touchpoint, guaranteeing that the act of receiving a gift is as memorable and positive as the gift itself. The coordinator acts as the central hub, liaising with vendors, carriers, and internal teams to transform a gifting concept into a tangible, beautifully presented reality delivered to the recipient's doorstep.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Assistant or Coordinator
Warehouse or Fulfillment Associate
Client Service Representative with operational duties
Administrative Assistant in a product-based company

Advancement To:

Senior Logistics Coordinator or Team Lead
Logistics Manager or Supply Chain Manager
Operations Manager
Vendor Relations Manager

Lateral Moves:

Inventory Planner / Analyst
Procurement or Sourcing Specialist
Client Success Manager

Core Responsibilities

Primary Functions

Meticulously manage the end-to-end lifecycle of gift orders from initial processing in the system to final confirmation of delivery, ensuring 100% accuracy.
Coordinate and oversee the kitting and assembly process for multi-item gift boxes, ensuring components are packed according to specific instructions and brand presentation standards.
Serve as the primary point of contact for third-party logistics (3PL) partners and shipping carriers (e.g., FedEx, UPS, DHL), building strong relationships to facilitate smooth operations.
Proactively track all outbound shipments, monitor for potential delays or exceptions, and communicate status updates to relevant internal stakeholders and clients.
Manage and maintain accurate inventory levels of all gift items, packaging materials, and shipping supplies across multiple storage locations or warehouses.
Generate and process shipping labels, packing slips, commercial invoices, and any other required documentation for both domestic and international shipments.
Conduct regular quality control checks on assembled gifts to ensure they meet stringent aesthetic and quality standards before they are dispatched.
Investigate and resolve any shipping-related issues, such as lost packages, damages, or delivery errors, by working directly with carriers and providing solutions to clients.
Prepare and analyze reports on shipping costs, delivery times, carrier performance, and inventory levels to identify trends and areas for process improvement.
Coordinate inbound logistics for new inventory, ensuring items are received, inspected, and properly stored in a timely and organized manner.
Manage the logistics for large-scale, multi-recipient corporate gifting projects, including complex address list validation and phased shipping schedules.
Maintain a highly organized system for all logistics-related documentation, including order records, shipping manifests, and vendor communications.
Source quotes and negotiate rates with various shipping carriers and freight forwarders to optimize for both cost and delivery speed.
Handle the returns process, including coordinating return shipments, inspecting returned goods, and processing them back into inventory or for disposal.
Utilize and master internal ERP, CRM, and inventory management software to ensure data integrity and seamless workflow across platforms.
Collaborate closely with the sales and client success teams to understand client-specific shipping requirements, deadlines, and special handling instructions.
Research and stay current on international shipping regulations, customs requirements, duties, and taxes to prevent clearance delays.
Oversee the supply chain for personalized or custom-branded gift components, ensuring they arrive on time for final gift assembly.
Develop and document standard operating procedures (SOPs) for key logistics functions to ensure consistency and facilitate training.
Manage address verification and data cleansing for large distribution lists to minimize undeliverable packages and associated costs.
Assist in forecasting inventory needs for peak seasons (e.g., holidays, corporate event seasons) based on historical data and sales projections.

Secondary Functions

Assist the procurement team in sourcing new and innovative packaging materials that are both aesthetically pleasing and durable for shipping.
Contribute to process improvement initiatives by actively identifying and suggesting solutions for bottlenecks in the fulfillment workflow.
Support the client services and sales teams by providing detailed tracking information, proof of delivery, and prompt resolution for client inquiries.
Participate in seasonal and project-based planning meetings to provide logistical insights and help forecast volume, staffing, and supply needs.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in the Microsoft Office Suite, with advanced skills in Excel (VLOOKUPs, pivot tables, data sorting, and analysis).
Hands-on experience with major shipping carrier software and platforms (e.g., FedEx Ship Manager, UPS WorldShip, DHL MyDHL+).
Strong familiarity with Warehouse Management Systems (WMS), Inventory Management Systems (IMS), or Enterprise Resource Planning (ERP) software (e.g., NetSuite, SAP, ShipStation).
In-depth knowledge of domestic and international shipping processes, documentation (e.g., commercial invoices, SLI), and customs regulations.
Proven ability to perform accurate and high-volume data entry and manage large, complex spreadsheets for order tracking and address validation.
Experience in logistics coordination, preferably within an e-commerce, 3PL, fulfillment, or corporate gifting environment.
Ability to generate, read, and interpret logistics performance reports to make data-informed recommendations.
Basic understanding of supply chain principles from procurement to final-mile delivery.

Soft Skills

Exceptional Attention to Detail: A meticulous nature is critical for ensuring order accuracy, perfect gift presentation, and correct shipping documentation.
Superior Organizational & Time-Management Skills: The ability to juggle numerous orders, track multiple shipments, and meet tight deadlines simultaneously.
Proactive Problem-Solving: The capacity to anticipate potential issues, identify root causes of problems, and implement effective solutions swiftly.
Clear & Professional Communication: Excellent written and verbal skills for liaising with clients, vendors, and internal teams in a clear and concise manner.
Resilience Under Pressure: The ability to maintain composure and focus in a fast-paced environment, especially during peak gifting seasons.
Collaborative Spirit: A strong team player who can work effectively with cross-functional departments like sales, marketing, and procurement.
Client-Centric Mindset: A genuine desire to ensure the end recipient has a fantastic experience, understanding that logistics is a key part of that.
Initiative and Self-Direction: The ability to work independently, prioritize tasks, and manage one's own workload with minimal supervision.

Education & Experience

Educational Background

Minimum Education:

A High School Diploma or equivalent (GED) is required.

Preferred Education:

An Associate's or Bachelor's degree is highly advantageous.

Relevant Fields of Study:

Supply Chain Management
Logistics & Transportation
Business Administration
Operations Management

Experience Requirements

Typical Experience Range:

Typically requires 2-4 years of direct experience in a logistics, shipping/receiving, or fulfillment coordination role.

Preferred:

Prior experience in a high-volume B2C e-commerce, 3PL, or corporate gifting company is a significant asset. Demonstrable experience managing the logistics for projects with multiple, complex shipping requirements is highly preferred.