Key Responsibilities and Required Skills for Cargo Clerk

🎯 Role Definition

A Cargo Clerk is a logistics-focused operations professional responsible for receiving, documenting, inspecting, staging, and dispatching freight in accordance with company policies and industry regulations. This role supports air and ground freight operations by preparing shipping documentation (Air Waybills, Bills of Lading), coordinating with carriers and customs brokers, maintaining inventory and manifests, and using warehouse management systems (WMS/TMS) to ensure timely, compliant, and accurate movement of cargo. Ideal candidates demonstrate meticulous attention to detail, strong documentation skills, and practical knowledge of cargo handling and safety procedures.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Material Handler
Freight Handler / Ramp Agent
Shipping & Receiving Clerk

Advancement To:

Cargo Supervisor / Lead
Logistics Coordinator / Shipment Planner
Operations Manager / Terminal Manager

Lateral Moves:

Inventory Control Specialist
Customs Documentation Specialist
Freight Billing / Claims Specialist

Core Responsibilities

Primary Functions

Receive, verify and process incoming air and ground freight shipments by comparing physical cargo to manifests and purchase orders, recording discrepancies and notifying supervisors and carriers for resolution.
Prepare, review and issue accurate shipping documentation including Air Waybills (AWB), Bills of Lading (BOL), commercial invoices, packing lists and hazardous materials declarations to ensure regulatory and carrier compliance.
Stage, label and palletize cargo according to routing instructions and carrier specifications, ensuring correct orientation, weight distribution and securement for safe transport.
Measure, weigh and record accurate dimensions and weights for cargo items and pallets (DIM/WEIGHT) to support accurate billing, load planning and regulatory compliance.
Enter shipment details, tracking numbers, handling instructions and status updates into Warehouse Management Systems (WMS) and Transportation Management Systems (TMS) with high accuracy to maintain real-time visibility.
Coordinate inbound and outbound pickup/delivery schedules with carriers, freight forwarders, customs brokers and internal dispatch to meet service level agreements and delivery windows.
Conduct pre-shipment inspections for damage, contamination, pallet integrity and correct labeling, documenting issues, initiating claims and coordinating corrective action as needed.
Review routing guides, tariff information and carrier rate schedules to ensure shipments are routed cost-effectively and in accordance with customer or corporate routing instructions.
Assist with customs documentation and clearance processes by preparing export/import paperwork, coordinating with customs brokers and ensuring compliance with IATA, ICAO, TSA and local customs regulations.
Reconcile shipment records, carrier invoices and internal shipping logs to identify and resolve billing discrepancies and support freight cost allocation and audit processes.
Load and unload cargo using appropriate equipment, following safety protocols and load optimization principles; operate power equipment (forklifts, pallet jacks) when certified and required.
Process hazardous materials (HAZMAT) shipments in accordance with applicable regulations including correct classification, packaging, labeling and documentation, and ensure personnel handling such shipments are trained.
Track, trace and proactively communicate shipment status updates to internal stakeholders and customers, investigating and resolving delays, exceptions or lost shipments.
Maintain accurate cargo manifests, control logs, dangerous goods logs and export/import records for auditability and regulatory reporting.
Coordinate and support cargo inspections and audits by regulatory authorities, customs, carriers or internal compliance teams and provide required documentation and access.
Assist with claims handling by documenting damaged or missing freight, preparing photographic evidence, completing claim forms and liaising with carriers and insurance providers.
Conduct regular cycle counts and inventory verifications in the shipping/receiving area to maintain inventory accuracy and support warehouse audits.
Implement and follow safety and security procedures (access control, chain-of-custody, screening and parcel checks) to comply with company policies and transportation security regulations.
Communicate with sales, customer service and operations teams to resolve shipment exceptions, expedite critical shipments and support customer commitments.
Prepare daily and weekly operational reports (throughput, on-time departure percentages, discrepancy logs) and escalate trends and recurring issues to management with recommendations for improvement.
Maintain and organize shipping supplies and equipment, ensure scales, scanners and printers are calibrated and functional, and coordinate equipment maintenance and service requests.
Train and mentor new cargo clerks, seasonal staff and temporary workers on standard operating procedures, documentation requirements and safety best practices.
Apply quality assurance and process improvement techniques to reduce errors in documentation, decrease dwell times and increase shipping accuracy.
Support hazardous/non-standard cargo handling (oversized, perishable, temperature-sensitive) by coordinating special packaging, handling instructions and temperature-monitoring devices.

Secondary Functions

Prepare and distribute operational summaries and KPI dashboards to support continuous improvement and performance reviews.
Participate in cross-functional projects to optimize routing, packaging standards and carrier selection for cost reduction and service reliability.
Support the billing team by compiling shipment details for invoicing and resolving billing inquiries related to weight/dimension discrepancies or misrouted freight.
Assist customs brokers and trade compliance teams with ad-hoc requests for documentation and classification to expedite clearance.
Facilitate periodic safety inspections, equipment audits and training refreshers to maintain regulatory certifications and reduce workplace incidents.
Provide backup support for related roles such as Shipping Clerk, Inventory Clerk, or Customer Service during peak periods or staff shortages.
Participate in root-cause analysis for recurring cargo incidents, implement corrective action plans and follow up on preventative measures.
Maintain digital and paper archives of shipping records, ensuring records retention policies are met for audits and compliance reviews.

Required Skills & Competencies

Hard Skills (Technical)

Proficient in preparing and reviewing shipping documentation: Air Waybill (AWB), Bill of Lading (BOL), commercial invoice, packing list and hazardous materials paperwork.
Working knowledge of IATA/ICAO regulations for air cargo, DOT/49 CFR for ground shipments, and local customs requirements for import/export compliance.
Experience using Warehouse Management Systems (WMS) and Transportation Management Systems (TMS) such as Manhattan, Descartes, SAP EWM, Oracle WMS or similar.
Accurate DIM/WEIGHT calculation skills, including use of industrial scales, dimensioners and ability to convert units for freight billing.
Familiarity with carrier rating, routing guides, and freight tariff interpretation to support routing and cost decisions.
Proficient with barcode scanners, RF terminals, label printers and handheld devices for scanning and inventory control.
Data entry accuracy with strong keyboarding skills and proficiency in Microsoft Office (Excel spreadsheets, Outlook) for reporting and communication.
Forklift and material handling equipment operation (powered pallet jacks, order pickers) with OSHA or employer certification where required.
Hazardous materials (HAZMAT) handling and documentation knowledge, including classification, labeling and segregation procedures.
Claims processing experience including documenting shortages/damages, preparing claim packages and liaising with carriers/insurers.
Track-and-trace and shipment exception management capabilities using carrier portals and EDI messaging.
Basic understanding of customs clearance procedures and ability to coordinate with customs brokers for timely clearance.

Soft Skills

Exceptional attention to detail and commitment to data and documentation accuracy.
Strong verbal and written communication skills to liaise with carriers, customs brokers, internal teams and customers.
Excellent organizational and time-management skills; ability to prioritize shipments under tight deadlines.
Problem-solving mindset with the ability to investigate exceptions and implement corrective actions quickly.
Customer-service orientation with a focus on timely updates and follow-through to resolve shipment issues.
Team player who can collaborate across operations, billing, sales and compliance functions.
Physical stamina and safety awareness for repeated lifting, standing, and hands-on cargo handling.
Ability to work under pressure and adapt to shifting priorities during peak shipping periods.
Integrity and confidentiality when handling sensitive cargo and proprietary documentation.
Continuous improvement mindset with willingness to suggest and adopt process improvements.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED.

Preferred Education:

Associate degree or technical certificate in Logistics, Supply Chain Management, Transportation or related field.

Relevant Fields of Study:

Logistics and Supply Chain Management
Transportation & Distribution
Business Administration (with logistics emphasis)
Aviation Operations / Air Cargo Management

Experience Requirements

Typical Experience Range:

Entry-level to 3 years for standard cargo clerk roles; 2–5 years preferred for positions with customs/HAZMAT responsibilities.

Preferred:

2+ years' hands-on experience in cargo handling, shipping & receiving, air freight operations or a warehouse environment.
Experience with WMS/TMS systems, carrier portals and freight documentation.
Certifications or training such as forklift operator, HAZMAT handling, IATA Dangerous Goods regulations, or customs brokerage exposure is highly desirable.