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Key Responsibilities and Required Skills for Cargo Transportation Coordinator

💰 $ - $

LogisticsTransportationSupply Chain

🎯 Role Definition

A Cargo Transportation Coordinator is responsible for planning, executing, and optimizing the movement of cargo across domestic and international transportation networks. This role manages carrier relationships, schedules shipments, tracks freight status, ensures regulatory and customs compliance, resolves day-to-day operational exceptions, and collaborates with internal and external stakeholders to deliver on-time, cost-effective transportation solutions. The ideal candidate demonstrates strong logistics systems experience (TMS/EDI), excellent communication and negotiation skills, and a track record of reducing transit costs while maintaining service levels.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator / Shipping Clerk
  • Freight Agent / Carrier Sales Support
  • Customer Service Representative (Transportation)

Advancement To:

  • Transportation Manager / Fleet Manager
  • Logistics Manager / Distribution Manager
  • Supply Chain Operations Manager
  • Senior Freight / Brokerage Manager

Lateral Moves:

  • Freight Broker / Freight Forwarding Specialist
  • Import/Export Coordinator / Customs Compliance Analyst
  • Warehouse Operations Supervisor

Core Responsibilities

Primary Functions

  • Coordinate daily inbound and outbound cargo movements by scheduling and booking carriers (truckload, LTL, intermodal, rail and ocean) to meet delivery windows, optimizing routing while balancing cost and transit time.
  • Manage all shipment lifecycle tasks from rate confirmation and carrier booking through departure, tracking, arrival and proof of delivery, ensuring accurate and timely updates in the TMS and ERP systems.
  • Prepare, review and validate shipping and customs documentation, including bills of lading, commercial invoices, packing lists, certificates of origin and other import/export paperwork to maintain compliance with customs and trade regulations.
  • Negotiate rates, service levels and capacity agreements with carriers and third-party logistics providers; secure spot and contract freight pricing that aligns to budget and service objectives.
  • Monitor carrier performance metrics (on-time delivery, claims, detention/demurrage, damage rates) and take corrective action to resolve systemic issues and drive continuous improvement.
  • Execute shipment tracking and exception management by proactively identifying delays, re-routing freight when necessary, and coordinating with carriers, customers and internal teams to minimize disruption.
  • Audit freight invoices and shipping charges against contracts and bills of lading, working with carriers and accounting to resolve billing discrepancies and ensure accurate freight payment processing.
  • Coordinate cross-border shipments and customs clearance activities with customs brokers and internal import/export teams to prevent delays and ensure compliance with Incoterms and trade regulations.
  • Implement and maintain transportation plans that support inventory flow and customer service targets, including consolidation opportunities, backhaul optimization and mode selection analysis.
  • Use Transportation Management Systems (TMS), EDI and GPS/track-and-trace platforms to create and manage shipments, exchange shipment data with carriers and automate status notifications.
  • Manage claims administration for lost, damaged or short-delivered shipments: document evidence, liaise with carriers, file claims, and pursue recoveries while maintaining clear communication with customers.
  • Collaborate with procurement and operations to plan capacity for seasonal peaks, promotional events, or construction and production schedules that affect shipment volumes.
  • Develop and maintain strong relationships with carriers, freight forwarders, customs brokers and internal stakeholders to secure capacity and expedite resolution of service issues.
  • Conduct freight cost and routing analysis to identify opportunities for savings through consolidation, mode shifts, or renegotiated carrier contracts; prepare recommendations and ROI analysis for management.
  • Ensure compliance with DOT, FMCSA, IMO and IATA regulations where applicable, and apply hazardous materials handling rules (HAZMAT) for shipments that require special permits or documentation.
  • Schedule and manage specialized equipment requests (reefer, flatbed, liftgate, pallet jack, hazardous placarding) and coordinate equipment staging and detention strategies to reduce dwell time.
  • Facilitate communication between sales, customer service, warehouse, and operations to align delivery expectations, handle schedule changes, and communicate ETA updates to customers.
  • Maintain and update standard operating procedures, transportation playbooks and carrier scorecards to document best practices, escalation paths and KPIs.
  • Manage freight capacity and carrier sourcing during disruptions (weather, port congestion, labor strikes) by enacting contingency plans and sourcing alternative routing to maintain supply continuity.
  • Prepare daily and weekly operational reports (shipment status, exceptions, KPIs, cost-to-serve) for stakeholders and senior management to support decision making and process improvement.
  • Train and mentor junior logistics staff on carrier booking processes, documentation standards, TMS usage and exception handling to build a resilient operational team.
  • Participate in cross-functional projects such as TMS implementation, workflow automation, or network redesign efforts to improve transportation efficiency and reduce lead times.

Secondary Functions

  • Support ad-hoc reporting requests, including transportation cost analyses, carrier scorecards and service level performance reviews.
  • Assist in development and execution of continuous improvement initiatives (Lean, Six Sigma concepts) to eliminate waste in the transportation process.
  • Coordinate with warehouse and distribution teams to improve dock scheduling, reduce dwell time and optimize load planning for higher trailer utilization.
  • Help define data fields, automation rules and EDI mappings during TMS/ERP integration projects to improve data accuracy and reduce manual work.
  • Participate in supplier and carrier onboarding activities, ensuring contractual, insurance and safety documentation is collected and validated.
  • Serve as a backup escalation point for customer service issues related to delivery exceptions, claims, and billing disputes outside normal working hours when required.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS) — creation, booking, tracking and exception management (e.g., MercuryGate, Descartes, SAP TM, Manhattan).
  • Electronic Data Interchange (EDI) and freight data transactions (e.g., 204, 210, 214, 990 EDI messages).
  • Advanced Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, INDEX-MATCH, macros) and experience building operational dashboards.
  • Freight rate negotiation, tendering, and carrier contract management for LTL, TL/FTL, intermodal and ocean freight.
  • Customs documentation and cross-border shipping knowledge, including Incoterms and basic import/export compliance.
  • Freight billing, auditing and settlement processes, including cost-to-serve analysis and invoice reconciliation.
  • Shipment tracking and GPS/real-time telemetry systems; familiarity with track-and-trace platforms and carrier portals.
  • Knowledge of DOT, FMCSA, IATA/IMO and HAZMAT transportation regulations where applicable.
  • Routing and load optimization techniques, consolidation strategies and mode selection analysis.
  • Basic ERP integration knowledge (order-to-cash and procure-to-pay flows) and familiarity with warehouse management systems (WMS).
  • Claims management procedures, evidence collection and carrier recovery processes.
  • Reporting and KPI development: on-time performance, dwell time, cost per shipment, claims ratio and carrier scorecards.
  • Familiarity with freight forwarding and 3PL/4PL operations, as well as capacity sourcing and spot market dynamics.

Soft Skills

  • Clear, persuasive communication with internal stakeholders, carriers and customers.
  • Strong negotiation and influencing skills to secure capacity and competitive rates.
  • Exceptional attention to detail for documentation, billing validation and regulatory compliance.
  • Proactive problem-solving and decision-making under tight timelines.
  • Customer service orientation with the ability to manage expectations and resolve escalations calmly.
  • Time management and prioritization to balance high volume, time-sensitive tasks.
  • Team collaboration and the ability to coordinate cross-functional activities.
  • Adaptability and resilience to react to disruptions in the transportation network.
  • Analytical mindset and comfort working with operational data to drive continuous improvements.
  • Initiative to lead process improvements, automation efforts and cost-savings opportunities.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent with relevant logistics/shipping coursework or certifications.

Preferred Education:

  • Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, Transportation Management or related field.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • International Business / Trade Compliance
  • Business Administration / Operations Management

Experience Requirements

Typical Experience Range:

  • 2–5 years of hands-on experience in transportation coordination, freight operations, or logistics execution.

Preferred:

  • 3+ years coordinating domestic and international freight, demonstrated experience with TMS and freight billing, and proven success negotiating carrier rates and managing carrier performance.
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