Logistics Planner

The Logistics Planner is the administrative and coordination backbone of Orca Bio's vein-to-vein logistics operation. Working alongside the Logistics Program Manager and site-based OrcaPorter teams, this role keeps the daily machinery of patient-connected transport running: scheduling and adjusting runs, coordinating porters and third-party couriers, preparing time-critical batch paperwork, and maintaining the calendars, trackers, and communications that keep production planning and field teams aligned. This is a role with real operational responsibility - and an excellent launch point for a career in cell therapy supply chain and logistics operations. The core of the role is administrative coordination, but the Planner also cross-trains to serve as the designated backup for the Specialist, Logistics, independently managing live run operations, courier escalations, and time-critical decisions during Specialist absences and peak coverage periods. Every run this role touches is connected to a patient, so precision and follow-through matter from day one. No prior biopharma experience is required - comprehensive training is provided on all internal systems, courier protocols, and documentation requirements.

The schedule for this position is as follows:

Monday - Friday (onsite) 8:00am - 5:00pm

Essential Duties & Key Responsibilities:

Run Scheduling & Coordination:

• Reschedule, cancel, or delay runs in response to clinical, manufacturing, or transport changes, ensuring all downstream stakeholders are notified promptly.
• Prepare and send porter availability requests ahead of each scheduling cycle; consolidate responses to support run assignments.
• Schedule OrcaPorters against confirmed runs, balancing coverage, qualifications, and site-specific requirements.
• Complete OrcaLink entries for scheduled runs, ensuring records are accurate, current, and audit ready.
• Manage sample loop scheduling, including verifying bookings and handling ad hoc vendor communication to resolve gaps or conflicts.

Third-Party Courier (3PC) Coordination:

• Submit 3PC requests for runs requiring third-party courier support, providing complete and accurate shipment details.
• Follow up on outstanding 3PC requests and confirm assignment of Orca Identifiers, escalating unresolved requests before they become time critical.
• Review NMDP itineraries for accuracy, feasibility, and alignment with batch timelines, flagging discrepancies for correction.

Batch Documentation & Production Planning Support:

• Prepare and submit batch paperwork, including itineraries and TSA letters, ensuring documents are complete, compliant, and delivered ahead of transport windows.
• Create calendar tracking events for each batch to give production planning clear visibility into upcoming logistics activity.
• Track weather for the upcoming week across relevant routes and sites, surfacing risks that may require contingency planning or run adjustments.

Program Communications:

• Draft and send weekly OrcaPort email program updates covering training announcements, operational reminders, and personnel updates.
• Serve as a reliable communication point between porters, vendors, and internal teams for routine scheduling and administrative matters.

Financial Administration:

• Reconcile receipts across Brex, Concur, and OrcaPorter expense submissions, resolving discrepancies and keeping expense records current.
• Process credit card pre-authorizations for hotel bookings supporting porter and courier travel.

Specialist Coverage (Cross-Trained Backup):

Following structured cross-training, the Planner serves as the designated backup for the Specialist, Logistics during PTO, illness, and peak-volume periods, exercising independent judgment on time- sensitive logistics matters:

• Provide live run-day oversight: monitor active shipments against V2V milestones, verify courier check-ins, and confirm chain-of-custody handoffs in real time.
• Serve as first responder for courier and OrcaPorter incidents (flight delays, weather disruptions, vehicle issues), executing incident response worksheets and independently initiating rerouting or contingency plans within established playbooks.
• Make same-day scheduling and routing decisions when disruptions occur, weighing patient timelines, courier availability, and site constraints - escalating to the Logistics Program Manager only for out-of-playbook scenarios.
• Act as the primary logistics point of contact for treatment centers, manufacturing, and 3PC vendors during active runs, resolving discrepancies without routine supervision.
• Coordinate cold chain requirements during coverage periods, including dry shipper determinations and shipper readiness verification.
• Support treatment center onboarding logistics tasks and courier communications as assigned.

Required Qualifications:

• 0-2 years of professional experience; internships, part-time work, or coursework in logistics, operations, business administration, or a related field are a plus but not required.
• Strong organizational skills and attention to detail; able to learn to manage multiple concurrent tasks with competing deadlines.
• Clear, professional written communication skills for courier-facing and internal correspondence.
• Comfort with everyday productivity tools (calendars, email, spreadsheets) and a demonstrated ability to pick up new software quickly; training provided on expense platforms (Brex, Concur) and all internal systems.
• Dependable and comfortable with time-sensitive work, including occasional off-hours flexibility when patient-connected shipments require it.
• Sound judgment under time pressure and willingness to own decisions during coverage periods once trained.
• A proactive, ask-questions-early mindset and genuine interest in building a career in logistics or biopharma operations.

Preferred Experience:

• Logistics or courier coordination in fast-paced, time-sensitive industries (e.g., healthcare, biotech, Exposure to biopharma, healthcare, cold chain, courier, hospitality, or other fast-paced scheduling or customer-facing environments.
• Any familiarity with regulated documentation, chain-of-custody concepts, or quality-driven environments (GxP a plus, not expected).
• Experience coordinating vendors, schedules, or events in any prior role, job, or student organization.

Personal Qualities:

• Highly detail-oriented, with an unwavering commitment to quality, safety, and compliance.
• Takes ownership and drives forward without waiting for instruction.
• Is naturally curious, eager to learn, and energized by solving problems.
• Brings creative solutions to unexpected challenges.
• Is comfortable juggling multiple priorities in a fast-paced, startup environment.
• Communicates clearly and professionally with internal and external stakeholders.
• Works both independently and collaboratively with a team-first mindset.
• Stays calm under pressure and adapts quickly to change.
• Embraces a positive attitude, a collaborative spirit, and a good sense of humor.
• Can work flexible or off-shift hours to support urgent logistics needs.

Travel Requirements:

• Domestic and international travel will be required from time to time as needed (approximately [10-25]%).