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Key Responsibilities and Required Skills for Freight Operator Assistant

💰 $45,000 - $60,000

LogisticsSupply ChainTransportationOperations

🎯 Role Definition

As a Freight Operator Assistant, you are the crucial link in our supply chain, providing vital support to ensure the seamless and efficient movement of goods. You will be at the heart of our logistics operations, collaborating with carriers, customers, and internal teams to coordinate shipments, resolve issues, and maintain the high standard of service our clients expect. This role is a fantastic entry point into the logistics industry, offering hands-on experience and a clear path for career growth for a proactive and detail-oriented individual. You will be instrumental in tracking freight, managing documentation, and ensuring every shipment reaches its destination on time and in perfect condition.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator Intern / Co-op
  • Customer Service Representative (in a related industry)
  • Warehouse Associate or Shipping/Receiving Clerk

Advancement To:

  • Freight Operator / Broker
  • Logistics Coordinator / Specialist
  • Operations Team Lead or Supervisor

Lateral Moves:

  • Dispatch Coordinator
  • Customs Brokerage Assistant
  • Supply Chain Analyst

Core Responsibilities

Primary Functions

  • Proactively track and trace a high volume of domestic and international shipments from origin to final destination, providing real-time status updates to customers and internal stakeholders.
  • Prepare, verify, and meticulously distribute all essential shipping documentation, including Bills of Lading (BOL), packing lists, commercial invoices, and proof of delivery (POD) records.
  • Serve as a primary point of contact, communicating effectively with carriers, drivers, dispatchers, and warehouses to schedule pick-ups and deliveries and troubleshoot in-transit exceptions.
  • Accurately enter and maintain shipment data, customer profiles, and carrier information within the company's Transportation Management System (TMS) and other operational software.
  • Respond to a high volume of customer inquiries via phone and email regarding shipment status, pricing, transit times, and service capabilities in a timely and professional manner.
  • Assist senior freight operators in obtaining competitive freight quotes from various carriers (LTL, FTL, Air, Ocean) and presenting cost-effective solutions to clients.
  • Audit and process carrier freight invoices for accuracy, identifying and diligently working to resolve any billing discrepancies or accessorial charge disputes.
  • Ensure all transportation activities adhere strictly to company policies and comply with relevant local, state, and federal transportation regulations (e.g., DOT, HOS).
  • Build and nurture positive working relationships with our core network of carriers to ensure reliable capacity, consistent service levels, and favorable rates.
  • Coordinate directly with warehouse personnel and shipping departments to confirm freight is staged, properly labeled, and ready for dispatch according to schedule.
  • Monitor carrier performance against key performance indicators (KPIs) such as on-time pickup/delivery, tender acceptance rates, and claims ratios.
  • Manage the end-to-end process for freight claims, from initial reporting of loss or damage to gathering documentation and following up until a final resolution is achieved.
  • Support the sales and account management teams by providing accurate logistical information, transit time calculations, and operational feasibility for new business opportunities.
  • Manage and confirm pickup and delivery appointments at distribution centers, manufacturing plants, and customer facilities, resolving any scheduling conflicts that may arise.
  • Assist in negotiating spot market rates with carriers to cover urgent, oversized, or ad-hoc shipment requests while striving to protect and maximize profit margins.

Secondary Functions

  • Generate and analyze daily, weekly, and monthly operational reports to identify performance trends, operational inefficiencies, and opportunities for process improvement.
  • Maintain and regularly update carrier compliance files, ensuring all documentation such as insurance certificates, operating authority, and safety ratings are current.
  • Provide comprehensive administrative support to the logistics department, including managing correspondence, organizing digital files, and ordering necessary supplies.
  • Participate actively in team meetings to discuss ongoing operational challenges and contribute innovative ideas for process improvement and technology adoption.
  • Collaborate with the customs brokerage team by providing necessary documentation and information to ensure smooth and timely border crossings for international shipments.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Proficiency or direct experience with industry-standard TMS platforms (e.g., MercuryGate, McLeod, SAP TM, Oracle Transportation Management).
  • Microsoft Office Suite: Advanced proficiency in Microsoft Excel (VLOOKUPs, pivot tables, formulas), Outlook, and Word for reporting, analysis, and communication.
  • Freight Mode Knowledge: Solid understanding of various freight modes and their applications, including Less-Than-Truckload (LTL), Full Truckload (FTL), Intermodal, Air Freight, and Ocean Freight.
  • Documentation Expertise: Familiarity with critical shipping and transportation documents like the Bill of Lading (BOL), Proof of Delivery (POD), and carrier rate confirmations.
  • Data Entry and Accuracy: Demonstrable speed and high accuracy in data entry and information management within logistics software.
  • Geographical Acumen: Strong geographical knowledge of North America, including major shipping lanes, states/provinces, and metropolitan areas.

Soft Skills

  • Exceptional Communication: Clear, concise, and professional written and verbal communication skills for interacting with customers, carriers, and internal teams.
  • Problem-Solving Acumen: The ability to think critically and creatively to troubleshoot logistical challenges, shipment delays, and service failures under pressure.
  • Meticulous Attention to Detail: A keen eye for detail to ensure accuracy in documentation, data entry, and invoice auditing, preventing costly errors.
  • Time Management & Prioritization: Proven ability to multitask, manage competing priorities, and meet tight deadlines in a fast-paced, dynamic environment.
  • Customer Service Orientation: A relentless focus on providing a positive customer experience and building long-term client relationships.
  • Teamwork & Collaboration: A collaborative spirit and the ability to work effectively as part of a cohesive operations team to achieve shared goals.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • Business Administration
  • Operations Management

Experience Requirements

Typical Experience Range: 1-3 years of relevant experience.

Preferred: Direct experience in a logistics, transportation brokerage, 3PL, or shipping/receiving environment is highly advantageous. Experience in a role requiring significant customer interaction and problem-solving is also a strong plus.

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