Key Responsibilities and Required Skills for Cargo Coordinator

🎯 Role Definition

A Cargo Coordinator is the operational hub for inbound and outbound shipments, responsible for end-to-end coordination of freight movements across air, ocean and road lanes. This role manages documentation, carrier relationships, scheduling, customs compliance, claims and real-time tracking to ensure safe, timely and cost-effective delivery. The Cargo Coordinator serves internal stakeholders and customers as a logistics subject-matter contact, resolving exceptions and optimizing transit flows while maintaining regulatory and commercial compliance.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Assistant / Shipping Clerk
Freight Administrator / Operations Support
Customer Service Representative in Transportation

Advancement To:

Senior Cargo Coordinator / Lead Coordinator
Logistics Supervisor / Freight Operations Manager
Supply Chain Analyst or Network Planner

Lateral Moves:

Freight Forwarder / International Freight Specialist
Customs Brokerage Liaison
Carrier Sales or Account Manager

Core Responsibilities

Primary Functions

Coordinate and manage end-to-end shipment processes across air, ocean and ground modalities, including booking space with carriers, confirming vessel/flight departures, and maintaining accurate estimated time of arrival (ETA) communications to customers and stakeholders.
Prepare, review and validate all transportation documentation such as Bills of Lading (BOL), Air Waybills (AWB), commercial invoices, packing lists, certificates of origin and other export/import documents to ensure compliance with customer requirements and regulatory authorities.
Execute customs clearance coordination by compiling necessary documentation, liaising with customs brokers, and ensuring tariff classification, duties, taxes and compliance with import/export regulations for all cargo movements.
Monitor and manage shipment status using TMS, carrier portals and EDI feeds; proactively identify delays or exceptions and initiate contingency plans to mitigate transit disruptions and minimize customer impact.
Negotiate and manage freight rates, contracts and service level agreements with carriers and third-party logistics providers to secure competitive pricing and maintain service reliability.
Create and issue quotes, rate confirmations and transport instructions to customers and internal teams, ensuring clarity on Incoterms, delivery timelines and responsibilities.
Plan and schedule pickup/drop-off appointments with carriers, warehouses and consolidators, optimizing routing and consolidation to reduce transit time and transportation costs.
Coordinate hazardous materials (HAZMAT) shipments by verifying classification, packaging, labeling and documentation in accordance with applicable regulations (IATA, IMDG, DOT).
Handle claims management end-to-end: document damage or loss, gather evidence, file claims with carriers, follow up on resolution and communicate settlement progress to customers.
Maintain accurate shipment records, transactional logs and audit trails in TMS and ERP systems (e.g., SAP, Oracle) to support financial reconciliation, invoicing and regulatory audits.
Collaborate with warehouse, cross-dock, and packaging teams to ensure cargo is properly palletized, labeled, and staged for carrier pickup or delivery, reducing handling errors and damage risk.
Provide customer-facing support including shipment status updates, exception handling, routing advice and escalation management to uphold service levels and customer satisfaction metrics.
Implement and follow operational SOPs for import/export processes, carrier selection, and documentation control to ensure repeatable, auditable workflows and regulatory compliance.
Analyze transit performance metrics (OTD, dwell time, detention/demurrage exposure) and provide actionable recommendations to operations leadership for continual improvement and cost reduction.
Coordinate intermodal transfers and cross-border documentation, including bond paperwork, carnet processing, and coordination with inland carriers and border authorities.
Manage daily workload planning and task prioritization to meet time-sensitive cutoffs, gate times and documentation deadlines across multiple international time zones.
Serve as the primary point of contact for carrier operations teams during irregular operations (weather, strikes, port congestion), driving rerouting, rollovers and rebooking actions to preserve supply continuity.
Support audit and compliance activities by compiling records for customs reviews, trade compliance checks and company internal audits, ensuring corrective actions are implemented when gaps are identified.
Lead process improvement initiatives such as digitization of documentation, automated notifications, and improved carrier scorecards to increase operational efficiency and reduce manual effort.
Coordinate billing and cost allocation activities with finance: validate freight invoices, reconcile carrier charges with contracts, and escalate discrepancies for timely resolution.
Manage sensitive or high-value cargo handling protocols, including security requirements, special handling instructions and insurance coordination to protect company assets and client shipments.
Facilitate vendor and carrier performance reviews, scorecard reporting and supplier corrective action plans (SCARs) to drive accountability and service quality improvements.
Train and mentor junior logistics staff and temporary resources on shipment processing, documentation standards, and use of operational systems to raise team capability and consistency.

Secondary Functions

Maintain and update standardized templates and checklists for bookings, customs packets and claims submission to accelerate processing and reduce errors.
Support cross-functional projects with procurement, sales and inventory planning to align transportation capacity with inventory demand and promotional peaks.
Assist in system testing, rollouts and user acceptance of TMS upgrades, EDI integrations and digital documentation tools, serving as the operational SME.
Prepare monthly and quarterly operational reports for leadership: shipment volumes, cost per shipment, service failures and root-cause analysis for major incidents.
Participate in contract and RFP evaluations by providing operational feasibility input on transit times, surcharges and lane-specific constraints.
Coordinate special projects such as new lane implementations, carrier trials and seasonal capacity planning to ensure successful go-lives and on-time performance.
Support sustainability initiatives by tracking emissions-related transport data and providing input on modal shift opportunities and consolidation strategies.
Provide backup support for frontline customer service during peak periods or staffing shortages to maintain SLA performance.

Required Skills & Competencies

Hard Skills (Technical)

Expertise in freight documentation: Bills of Lading (BOL), Air Waybill (AWB), commercial invoices, packing lists and certificates of origin.
Strong working knowledge of customs clearance processes and required documentation for imports/exports.
Familiarity with Incoterms (e.g., EXW, FCA, DDP) and the ability to apply terms to shipments and customer quotations.
Proficient with Transportation Management Systems (TMS), carrier portals and shipment visibility platforms.
Experience with EDI messaging (e.g., 214, 315, 997) and integrating shipment data between systems.
Advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP, data analysis) for reporting and reconciliations.
Experience with ERP and financial reconciliation systems (SAP, Oracle or comparable platforms).
Rate negotiation and freight cost modeling skills, including understanding of surcharges, accessorials and fuel charges.
Knowledge of hazardous materials (HAZMAT) regulations and shipping procedures (IATA, IMDG, DOT).
Claims handling and insurance coordination experience including documentation and carrier liability processes.
Familiarity with carrier scheduling tools, appointment systems and yard management basics.
Ability to interpret and apply regulatory shipping requirements, export controls and embargo checks.

Soft Skills

Clear, professional verbal and written communication for customer-facing interactions and cross-functional coordination.
High attention to detail to ensure documentation accuracy and regulatory compliance.
Strong problem-solving and critical-thinking skills to resolve transit exceptions quickly and effectively.
Time management and prioritization capabilities to meet tight deadlines across multiple shipments and time zones.
Customer service orientation with a focus on responsiveness and maintaining positive stakeholder relationships.
Negotiation and persuasion skills to secure favorable terms with carriers and suppliers.
Adaptability and resilience in fast-paced logistics environments and during operational disruptions.
Teamwork and collaboration, including mentoring junior staff and working across internal departments.
Analytical mindset for process improvement and performance metric interpretation.
Organizational skills with a methodical approach to record-keeping and audit readiness.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED; vocational training or certificate in logistics, supply chain or transportation preferred.

Preferred Education:

Associate's or Bachelor's degree in Supply Chain Management, Logistics, Business Administration, International Trade, or related field.

Relevant Fields of Study:

Supply Chain Management
International Trade and Logistics
Business Administration
Transportation Management

Experience Requirements

Typical Experience Range: 2–5 years of logistics/cargo coordination, freight forwarding, or freight operations experience.

Preferred:

3+ years coordinating international shipments across air, ocean and ground modes.
Prior experience with TMS/ERP systems, EDI integrations and customs documentation.
Demonstrated track record of carrier negotiation, claims management and process improvement in a logistics environment.