Purchasing & Logistics Coordinator

Job Summary

FX Design Group, a leader in broadcast and tradeshow set design, fabrication, and installation, is seeking a detail-oriented, proactive, and highly organized Purchasing & Logistics Coordinator to join our team.

This position is responsible for coordinating the purchasing and logistics process from obtaining quotes and placing orders through receiving materials, coordinating freight, and ensuring project materials arrive at the correct client or job-site location on time.

The Purchasing & Logistics Coordinator will work closely with Project Managers, Design, Production, Warehouse, Installation Teams, vendors, freight carriers, convention centers, studios, and clients to keep projects moving smoothly and efficiently.

The ideal candidate has strong purchasing and logistics experience, excellent follow-through, and the ability to manage multiple projects and deadlines in a fast-paced environment.

Key Responsibilities

Purchasing

• Manage day-to-day purchasing activities for company projects, production, warehouse, and office needs.
• Create and issue accurate purchase orders.
• Obtain and compare vendor pricing, availability, lead times, and shipping costs.
• Communicate with vendors regarding pricing, product availability, order status, and delivery schedules.
• Place orders and follow up with vendors to ensure materials arrive as scheduled.
• Track purchase orders from initial placement through delivery and receipt.
• Review purchase requests for accuracy, quantities, pricing, specifications, and required delivery dates.
• Develop and maintain strong working relationships with vendors and suppliers.
• Research new vendors and products when needed.
• Assist with negotiating pricing, freight costs, and delivery schedules.
• Resolve purchasing issues involving incorrect, damaged, missing, or delayed materials.
• Coordinate with Accounting regarding invoices, purchase orders, and discrepancies.
• Maintain accurate purchasing records, vendor information, and order documentation.

Client Shipping & Logistics

• Coordinate all aspects of client shipments for broadcast, tradeshow, scenic, and fabrication projects.
• Schedule and coordinate LTL, full truckload, dedicated trucks, couriers, and other transportation services.
• Coordinate shipments from the FX warehouse to client locations, convention centers, advance warehouses, studios, venues, and installation sites throughout the United States.
• Review project schedules and determine shipping requirements and delivery deadlines.
• Obtain freight quotes and coordinate transportation based on project requirements, timing, and cost.
• Prepare bills of lading, shipping labels, packing lists, delivery instructions, and other required documentation.
• Track shipments from pickup through delivery and provide updates to Project Managers and internal teams.
• Coordinate tradeshow advance warehouse shipments, direct-to-show shipments, show-site deliveries, and post-show returns.
• Coordinate return freight following tradeshow events.
• Proactively address delayed pickups, missed deliveries, damaged freight, shortages, and other transportation issues.
• Communicate directly with freight carriers.
• Maintain accurate records of tracking numbers, freight costs, delivery confirmations, and shipment documentation.
• Coordinate with Installation Teams to ensure materials arrive ahead of scheduled installation dates.
• Coordinate the movement of materials and equipment between the warehouse, job sites, vendors, and clients as needed.
• Assist with freight cost tracking and reconciliation.
• Work closely with Project Managers to understand project requirements, schedules, purchasing needs, and shipping deadlines.
• Communicate changes, delays, and potential problems quickly to the appropriate team members.
• Coordinate with Production and Warehouse personnel to ensure materials are available and ready when needed.
• Maintain organized project files and purchasing/logistics documentation.
• Help identify potential purchasing or shipping issues before they impact a project.
• Provide consistent follow-up from the time an order is placed until the materials are received at their destination.

Team Coordination

• Work closely with Project Managers to understand project requirements, schedules, purchasing needs, and shipping deadlines.
• Communicate changes, delays, and potential problems quickly to the appropriate team members.
• Coordinate with Production and Warehouse personnel to ensure materials are available and ready when needed.
• Maintain organized project files and purchasing/logistics documentation.
• Help identify potential purchasing or shipping issues before they impact a project.
• Provide consistent follow-up from the time an order is placed until the materials are received at their destination.

Requirements

• MUST have prior experience in both purchasing and logistics/shipping.
• Minimum 2 years of purchasing experience required.
• Minimum 2 years of logistics/shipping experience required.
• Experience in creating and managing purchase orders.
• Experience obtaining quotes and working directly with vendors.
• Experience coordinating freight shipments and deliveries.
• Experience working with LTL, truckload, dedicated freight, courier, or similar transportation services.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple orders, shipments, projects, and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Strong follow-up and problem-solving skills.
• Ability to negotiate pricing and communicate effectively with vendors and carriers.
• Proficiency in Microsoft Office, particularly Outlook and Excel.
• Experience with purchasing, inventory, logistics, or ERP systems is a plus.
• Must be dependable, proactive, self-motivated, and able to work independently. Ability to work effectively with Project Management, Design, Production, Warehouse, Accounting, vendors, and clients.
• Overtime as needed.

Industry Experience – Highly Preferred

Experience in one or more of the following industries is strongly preferred:

• Tradeshow / Exhibit Industry
• Broadcast
• Scenic Fabrication
• Custom Fabrication
• Live Events / Entertainment
• Production
• Manufacturing

Experience coordinating tradeshow freight, convention center deliveries, advance warehouse shipments, show-site deliveries, broadcast studio installations, or custom fabrication projects is a strong plus.

Work Environment

This is an in-office position with regular interaction with Project Management, Design, Production, Warehouse, Accounting, vendors, freight carriers, installation crews, convention centers, and clients.

The position requires the ability to work in a fast-paced, deadline-driven environment where priorities can change quickly. Strong communication and follow-through are essential.

Why FX Design Group?

FX Design Group is a creative, fast-paced company specializing in broadcast sets, tradeshow exhibits, branded environments, and custom fabrication.

Our team takes projects from concept and design through fabrication, purchasing, shipping, installation, and completion.

Come Join Our Team!

If you are an experienced Purchasing & Logistics professional who enjoys working with vendors, coordinating shipments, solving problems, being organized, and making sure materials arrive where they need to be and when they need to be there, we'd love to hear from you!

Job Type: Full-time

Pay: $26.62 - $32.06 per hour

Expected hours: No less than 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $27 - $32