Key Responsibilities and Required Skills for Traffic Clerk

🎯 Role Definition

A Traffic Clerk is the operational hub of a company's logistics and shipping department. You are the conductor of an intricate orchestra of carriers, drivers, and warehouse teams, ensuring that every shipment—whether inbound or outbound—is meticulously planned, documented, and tracked from origin to final destination. This role demands a sharp eye for detail, exceptional organizational prowess, and the ability to communicate with clarity and purpose to solve problems and keep the supply chain in constant motion. From preparing critical shipping documents to communicating with freight carriers, the Traffic Clerk plays an indispensable part in controlling transportation costs, meeting tight delivery deadlines, and guaranteeing customer satisfaction.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Shipping & Receiving Clerk
Data Entry Clerk
Administrative Assistant

Advancement To:

Traffic Coordinator / Logistics Coordinator
Dispatch Supervisor
Logistics Analyst / Specialist

Lateral Moves:

Inventory Control Clerk
Customer Service Representative (Logistics Focus)
Purchasing Assistant

Core Responsibilities

Primary Functions

Coordinate and schedule all inbound and outbound shipments, including Less-Than-Truckload (LTL), Full Truckload (FTL), parcel, and international freight, to meet customer and production deadlines.
Meticulously prepare, verify, and distribute all shipping documentation, such as Bills of Lading (BOL), packing lists, manifests, commercial invoices, and export/import paperwork, ensuring complete accuracy and compliance.
Serve as the primary communication link for freight carriers, forwarders, and brokers, actively engaging to schedule pickups, track shipment status, and proactively resolve any in-transit issues or delays.
Proactively monitor and trace shipments from origin to destination using carrier websites and Transportation Management Systems (TMS), providing real-time updates to internal stakeholders like customer service and sales teams.
Audit and process freight invoices for payment, carefully verifying rates and accessorial charges against negotiated agreements and filing disputes for discrepancies to control costs.
Manage and file freight claims for lost, damaged, or short-shipped goods, compiling all necessary documentation and following up with carriers until resolution.
Maintain and update accurate transportation logs, databases, and records of all shipping and receiving activities for reporting and compliance purposes.
Ensure all shipments comply with applicable transportation regulations, including Department of Transportation (DOT), IATA (for air), and IMDG (for ocean), especially when handling hazardous materials.
Utilize the company’s Transportation Management System (TMS) and Enterprise Resource Planning (ERP) system to process orders, generate shipping labels, and manage shipment data.
Obtain freight rate quotes from various carriers and select the most cost-effective and reliable service option that meets delivery requirements.
Collaborate closely with the warehouse team to ensure orders are picked, packed, and staged correctly and on schedule for carrier pickup.
Address and resolve shipping discrepancies, such as incorrect quantities, wrong items, or documentation errors, by investigating the root cause and coordinating corrective actions.
Communicate shipment details, tracking information, and potential delays to the customer service team to ensure the end customer is well-informed.
Generate and distribute daily, weekly, and monthly reports on shipping activities, freight costs, carrier performance, and other key performance indicators (KPIs).
Direct truck drivers to the correct loading docks, verify their paperwork and appointment times, and ensure a smooth and efficient loading/unloading process.
Manage the inventory of shipping supplies, such as boxes, labels, and packing materials, and place orders as needed to prevent shortages.
Classify freight according to the National Motor Freight Classification (NMFC) system to ensure accurate billing and documentation.
Prepare and manage documentation for international shipments, including customs declarations, certificates of origin, and AES filings.
Verify the weight and dimensions of outgoing shipments to ensure they align with the information provided to the carrier.
Assist in optimizing transportation networks by providing data and feedback on carrier performance, transit times, and costs.

Secondary Functions

Assist the warehouse or inventory control team with periodic cycle counts and physical inventory audits.
Provide administrative support to the broader logistics or supply chain department as needed.
Cross-train in other clerical or administrative functions within the department to provide backup support during absences.
Participate in safety meetings and contribute to maintaining a safe and organized work environment in the shipping office and dock area.

Required Skills & Competencies

Hard Skills (Technical)

Transportation Management Systems (TMS): Proficiency in using TMS software for routing, booking, and tracking shipments.
Microsoft Office Suite: Strong skills in MS Excel (for data analysis and reporting), Outlook (for communication), and Word (for documentation).
Bill of Lading (BOL) Generation: Expertise in accurately creating and interpreting BOLs for various freight types.
ERP/WMS Software: Experience working with enterprise systems like SAP, Oracle, NetSuite, or a Warehouse Management System (WMS).
Freight Rate Auditing: Ability to review and audit complex freight invoices for accuracy against contracts and tariffs.
LTL & FTL Coordination: Deep understanding of the operational differences and booking processes for Less-Than-Truckload and Full Truckload shipping.
DOT & Shipping Regulations: Foundational knowledge of Department of Transportation rules and other relevant shipping compliance standards.
Data Entry & Typing Speed: High accuracy and efficiency in data entry for maintaining logs and processing orders.
Customs & International Documentation: Familiarity with the paperwork required for international shipping, such as commercial invoices and customs forms.
Freight Classification (NMFC): Knowledge of the National Motor Freight Classification system for LTL shipments.

Soft Skills

Exceptional Attention to Detail: The ability to spot errors in lengthy documents and ensure every shipment detail is correct.
Strong Organizational Skills: Capable of managing multiple shipments, deadlines, and a high volume of paperwork simultaneously.
Clear & Concise Communication: Excellent verbal and written communication skills for interacting with drivers, carriers, and internal teams.
Problem-Solving: The ability to think on your feet and quickly resolve logistical challenges, delays, and discrepancies.
Time Management & Prioritization: Skillfully managing tasks and prioritizing urgent shipments to meet strict deadlines.
Collaboration & Teamwork: Working effectively with warehouse, customer service, and management teams to achieve common goals.
Customer Service Orientation: A mindset focused on ensuring both internal and external customer needs are met regarding shipments.
Adaptability: The capacity to handle unexpected issues and changes in a fast-paced logistics environment.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's Degree or a professional certificate in a relevant field.

Relevant Fields of Study:

Logistics & Supply Chain Management
Business Administration
Transportation

Experience Requirements

Typical Experience Range: 1-3 years of experience in a logistics, shipping/receiving, or administrative role.

Preferred: Direct experience in a high-volume shipping environment, such as a distribution center, manufacturing plant, or third-party logistics (3PL) company.