Key Responsibilities and Required Skills for Transportation Clerk

🎯 Role Definition

This role requires a highly organized and detail-oriented Transportation Clerk to join our dynamic logistics team. In this pivotal role, you will be the administrative backbone of our transportation operations, ensuring the seamless and cost-effective movement of goods. The ideal candidate will be a proactive problem-solver and a clear communicator, responsible for coordinating with carriers, preparing shipping documents, and maintaining accurate records within our systems. This position offers a fantastic opportunity to play a crucial part in our supply chain's success and contribute directly to our operational efficiency and customer satisfaction.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Data Entry Clerk
Customer Service Representative

Advancement To:

Transportation Coordinator
Logistics Specialist / Analyst
Dispatcher

Lateral Moves:

Inventory Control Clerk
Procurement Assistant

Core Responsibilities

Primary Functions

Prepare, verify, and meticulously distribute all essential shipping documentation, including Bills of Lading (BOLs), packing slips, commercial invoices, and customs paperwork.
Coordinate and schedule all inbound and outbound shipments, encompassing LTL, FTL, and parcel, to ensure on-time pickup and delivery in line with operational targets.
Serve as the primary liaison for freight carriers, drivers, and brokers, effectively communicating load requirements, appointment schedules, and specific delivery instructions.
Proactively track and trace all shipments from origin to final destination, providing real-time status updates and ETAs to internal stakeholders and customers.
Perform accurate and timely data entry of all transportation activities, shipment details, and costings into the Transportation Management System (TMS) and/or ERP system.
Audit, verify, and process freight invoices for payment, resolving any billing discrepancies by cross-referencing rates and services rendered.
Maintain comprehensive and organized records of all shipping and receiving activities, including carrier performance logs, proof of delivery receipts, and shipment manifests.
Collaborate closely with internal departments, such as warehouse operations, customer service, and sales, to ensure seamless order fulfillment and alignment on transportation needs.
Respond promptly and professionally to inquiries from customers and internal teams regarding shipment status, tracking information, and proof of delivery.
Investigate and process freight claims with carriers for lost or damaged goods, managing the entire claims process from initiation to final resolution.
Ensure all shipments adhere to company policies, customer-specific routing guides, and applicable local and federal transportation regulations (e.g., DOT).
Generate and analyze daily, weekly, and monthly transportation reports focusing on key performance indicators (KPIs) like on-time performance, cost-per-shipment, and carrier reliability.
Assist in obtaining competitive freight quotes from various carriers and brokers to support cost-effective routing decisions.
Manage the reverse logistics process, including coordinating customer returns (RMAs) and return-to-vendor (RTV) shipments.
Schedule and manage dock appointments for all incoming and outgoing trucks to optimize warehouse workflow, reduce congestion, and minimize driver detention fees.
Verify the accuracy of outbound orders by cross-referencing picked goods against customer orders and packing slips before carrier pickup.
Communicate special handling instructions for fragile, temperature-sensitive, or hazardous materials to both warehouse staff and transportation partners.
Maintain the master carrier database, ensuring all contact information, insurance certificates, and operating authorities are current and compliant.
Reconcile shipping and receiving discrepancies by conducting thorough research of transaction histories and collaborating with relevant parties to find a swift resolution.
Monitor and manage the inventory of shipping supplies, such as labels, boxes, and packing materials, placing orders as needed to prevent shortages.

Secondary Functions

Assist the warehouse team with cycle counts and physical inventory verification to ensure data accuracy.
Support the procurement department by providing freight cost estimates for incoming materials and supplies.
Maintain and organize the filing system for all transportation-related documents, both physical and digital, for audit and record-keeping purposes.
Generate ad-hoc reports on shipping volumes, carrier performance, or freight spend upon request from management.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with Transportation Management Systems (TMS) and/or Warehouse Management Systems (WMS).
Experience using Enterprise Resource Planning (ERP) software such as SAP, Oracle, or Microsoft Dynamics.
Strong proficiency in the Microsoft Office Suite, particularly Excel for tracking, reporting, and data analysis.
Accurate and efficient data entry skills with a high degree of precision.
Comprehensive knowledge of shipping and receiving documentation (Bills of Lading, Packing Slips, Commercial Invoices).
Understanding of various freight modes, including LTL (Less-Than-Truckload), FTL (Full-Truckload), and parcel shipping.
Basic familiarity with freight regulations and compliance standards (e.g., DOT).
Experience with freight auditing and invoice reconciliation processes.

Soft Skills

Exceptional attention to detail and a steadfast commitment to accuracy in all tasks.
Excellent verbal and written communication skills for clear interaction with drivers, carriers, and internal colleagues.
Superior organizational and time-management abilities to handle multiple priorities in a fast-paced environment.
Proactive problem-solving skills to effectively address shipping delays, damages, or other logistical challenges.
Ability to remain calm and work effectively under pressure to meet tight deadlines.
Strong customer service orientation and professional interpersonal skills.
A collaborative, team-player mindset with a proven ability to work well with others.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Logistics
Supply Chain Management
Business Administration

Experience Requirements

Typical Experience Range:

1-3 years of direct experience in a transportation, logistics, shipping/receiving, or administrative role.

Preferred:

Experience in a high-volume distribution, manufacturing, or 3PL environment is highly desirable.
Prior experience working directly with freight carriers and a functional understanding of the freight industry.