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Key Responsibilities and Required Skills for a Transportation Assistant

💰 $38,000 - $55,000

LogisticsSupply ChainTransportationAdministrativeOperations

🎯 Role Definition

The Transportation Assistant is a pivotal support role within the logistics and supply chain department, acting as the primary coordinator for the movement of goods. This individual ensures that all shipments—both inbound and outbound—are scheduled, tracked, and documented accurately and efficiently. Reporting to the Transportation Manager or Logistics Coordinator, the Assistant liaises between carriers, drivers, warehouse staff, and customer service teams to resolve issues, optimize routes, and maintain a seamless flow of operations. This position is ideal for a detail-oriented and proactive individual who thrives in a fast-paced environment and is passionate about contributing to the backbone of the company's distribution network.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Customer Service Representative
  • Warehouse Associate or Clerk
  • Data Entry Specialist

Advancement To:

  • Transportation Coordinator
  • Logistics Specialist / Analyst
  • Fleet Dispatcher
  • Supply Chain Planner

Lateral Moves:

  • Inventory Control Specialist
  • Purchasing Assistant
  • Operations Assistant

Core Responsibilities

Primary Functions

  • Coordinate and schedule daily inbound and outbound shipments, including LTL (Less-Than-Truckload), FTL (Full-Truckload), and parcel freight.
  • Act as the primary point of contact for carriers, freight forwarders, and drivers to provide dispatch instructions and resolve in-transit issues.
  • Meticulously prepare, verify, and manage all shipping documentation, including Bills of Lading (BOL), packing slips, proof of delivery (POD), and customs paperwork.
  • Proactively track and trace shipments from origin to final destination, providing real-time status updates to internal stakeholders and customers.
  • Utilize Transportation Management Systems (TMS) and other logistics software to tender loads, book carriers, and manage freight data.
  • Conduct regular data entry of shipment details, carrier information, costs, and performance metrics into the company’s ERP and TMS platforms.
  • Communicate effectively with warehouse personnel to ensure orders are picked, packed, and staged correctly for timely carrier pickup.
  • Investigate and process freight claims for damages, shortages, or overages, working with carriers and insurance providers to reach a resolution.
  • Audit and verify freight invoices for accuracy against quoted rates and contracted terms, flagging discrepancies for review by management.
  • Ensure all transportation activities comply with company policies and government regulations, including DOT (Department of Transportation) and Hazmat requirements.
  • Assist in negotiating rates with carriers and building a reliable network of transportation partners to support business needs.
  • Maintain and update carrier compliance files, ensuring all insurance certificates, operating authorities, and safety ratings are current.
  • Respond promptly to inquiries from customer service, sales, and other internal departments regarding shipment status, freight quotes, and delivery timelines.
  • Monitor carrier performance, gathering data on on-time delivery, costs, and service quality to support carrier scorecards and business reviews.
  • Identify opportunities for cost savings and operational improvements within the transportation process, such as load consolidation or route optimization.

Secondary Functions

  • Support the Transportation Manager with ad-hoc reporting and data analysis on freight spend, transit times, and carrier efficiency.
  • Assist in planning and coordinating special or expedited shipments, including arranging for hotshots or air freight when necessary.
  • Help maintain the accuracy of the master routing guide and other key logistics documentation.
  • Participate in cross-functional team meetings to provide updates on transportation activities and collaborate on resolving supply chain challenges.
  • Contribute to periodic inventory reconciliation by providing accurate data on in-transit stock.
  • Provide backup support for other logistics or administrative team members as needed.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Proficiency in using TMS software (e.g., Oracle OTM, SAP TM, MercuryGate, Blue Yonder) for load tendering and tracking.
  • Microsoft Office Suite: Advanced skills in MS Excel (VLOOKUPs, pivot tables), Word, and Outlook for data analysis, reporting, and communication.
  • ERP Systems: Experience with enterprise resource planning software such as SAP, Oracle, or NetSuite for order management and data entry.
  • Freight Documentation: Strong knowledge of key shipping documents, including Bills of Lading (BOL), Proof of Delivery (POD), and commercial invoices.
  • Regulatory Knowledge: Familiarity with transportation regulations, including DOT hours-of-service (HOS) rules and basic freight class/NMFC knowledge.
  • Data Entry & Accuracy: High level of speed and accuracy in entering and managing large volumes of data.

Soft Skills

  • Communication: Excellent written and verbal communication skills for clear and professional interaction with drivers, carriers, and internal teams.
  • Problem-Solving: Ability to think critically and act decisively to resolve shipment delays, damages, or other logistical disruptions.
  • Attention to Detail: Meticulous approach to handling documentation, verifying data, and ensuring compliance to prevent errors.
  • Time Management & Multitasking: Proven ability to prioritize tasks and manage multiple shipments and deadlines simultaneously in a fast-paced environment.
  • Customer Service Orientation: A dedicated approach to meeting the needs of both internal and external customers.
  • Teamwork & Collaboration: Ability to work effectively as part of a team and build positive working relationships.

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 experience in a logistics, transportation, or supply chain environment.

Preferred: Direct experience in a high-volume shipping/receiving department, freight brokerage, or manufacturing setting. Exposure to multiple modes of transport (LTL, FTL, parcel, ocean, air) is a significant plus.

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