Freight Operations Coordinator

Job Title: Freight Operations Coordinator

Reports to: Freight Operations Manager

Location: Chicago, IL

Job Purpose:
As an Operations Coordinator, you will be responsible for supporting the brokerage sales team and customers by managing the day-to-day transportation operations between our clients (shippers) and our carriers. This involves overseeing the efficient movement of freight, while maintaining strong relationships with our customers, customer sales, and carrier sales teams.
Duties and Responsibilities:
Client Communication & Relationship Management

• Serve as a primary point of contact for clients and carriers, ensuring seamless communication throughout the shipping process.
• Respond to client inquiries, provide updates on shipment status, and resolve any issues promptly.

Freight Coordination, Scheduling and Tracking

• Coordinate the pickup and delivery of shipments ensuring that the goods are transported on time and according to client specifications.
• Leverage the TMS and support from the Operations Specialist role to track delivery times and to drive towards timely delivery and/or proactively identify and address issues in any potential delays.
• Due to the proximity of all shipments, you will work closely with customers and carrier sales to make sure we are addressing concerns with carrier execution (communication, on time delivery, etc.).
• Communicate pending work and/or unresolved problems effectively at the end of the workday to appropriately shift workload(s) over to after-hours support.

Documentation and Record-Keeping

• Maintain accurate records for all shipments, including invoices, bills of landing, proof of deliveries (POD’s), and other related documents.
• Where necessary, update and manage TMS with accurate shipment data in conjunction with Customer Sales, Carrier Sales, and Operations Specialists.

Problem-Solving and Issue Resolution

• Proactively address and resolve any shipment-related issues, such as delays, damage, or lost freight.
• Participate in handling customer claims disputes promptly ensuring customer satisfaction.

Billing and Invoicing

• Ensure all freight charges are accurate and promptly processed, working with an account to resolve any discrepancies.

• Obtain email back up for all additional charges that were not originally agreed upon prior to releasing to accounting.

Collaboration with Sales and Operations Teams

• Work closely with sales teams to support account management and ramp up new business opportunities in a way that drives customer satisfaction.
• Collaborate with operations teams to ensure smooth scheduling, dispatching, and routing of freight.

Compliance and Risk Management

• Stay informed about industry regulations and ensure all shipments are compliant with federal, state and local laws.
• Manage risk associated with freight transportation by ensuring proper insurance coverage and adherence to safety standards via proper information entered into the TMS for carrier sales to execute on.

Continuous Improvement

• Provide feedback and suggestions for improving processes, workflows and customer satisfaction. Participate in ongoing training and development to stay current with industry best practices.

Qualifications:

• Bachelor’s degree preferred, but no degree required
• 1-3 years of experience in transportation is required
• Strong professional written and verbal communications skills
• Proficient with MS Office, expertise with MS Excel
• Familiarity with Highway, DAT, MacroPoint, Aljex and Greenscreens.ai is a plus

Characteristics, Experience, and Skills:

• Efficient time management skills with the ability to multi-task in a fast-paced environment.
• Strong negotiation skills
• Proactive decision making and problem-solving skills
• Self-starter with an entrepreneurial spirit and competitive nature
• Ability to define problems, collect data, establish facts and draw valid conclusions

Benefits:

• Competitive base pay
• Mid-year and year end bonus plan driven by company performance
• PTO and paid holidays
• Competitive benefits package including Medical, Dental, Vision and 401k
• Casual dress code

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