Inbound Operations Coordinator

Job Description

Position Overview
:

The Outbound Logistics Coordinator manages the transportation of outbound customer orders from shipment planning through final delivery and freight reconciliation. This role coordinates freight quotes, carrier selection, shipment scheduling, pickup and delivery appointments, and customer-specific shipping requirements while serving as the primary liaison between Operations, Customer Operations, Warehouse personnel, Accounting, customers, and freight carriers. The position monitors shipments, resolves delivery issues and transportation exceptions, reconciles carrier invoices and freight charges, and ensures orders are delivered accurately, on time, in compliance with customer requirements, and at the most cost-effective transportation rate.

Responsibilities
:

• Determines whether orders can be released for standard shipment or require additional freight coordination before fulfillment.
• Reviews customer routing guides, delivery requirements, appointment procedures, labeling requirements, documentation requirements, and other customer-specific shipping instructions to ensure compliance.
• Obtains and evaluates LTL and full truckload freight quotes based on shipment requirements, including carrier, service level, weight, dimensions, destination, and other applicable considerations
• Selects or recommends appropriate shipping methods and coordinates with carriers and internal teams to support timely and cost-effective shipment of customer orders
• Updates sales orders in the ERP system as needed to reflect shipping charges, freight information, order changes, quantities, or other required adjustments
• Examines orders to ensure all required information and documentation is complete before releasing orders to the warehouse for fulfillment
• Releases accurate and complete orders to the warehouse and communicates special handling, shipping, or customer requirements as necessary
• Coordinates with warehouse personnel regarding order status, shipment readiness, shortages, discrepancies, backorders, and other issues that may affect fulfillment
• Monitors outbound orders through the fulfillment and shipping process to ensure orders progress timely and accurately
• Reviews shipping documentation, freight charges, and related order information for accuracy
• Validates customer billing and supporting documentation prior to submission to Accounting for payment processing
• Identifies and resolves discrepancies between sales orders, shipments, freight charges, and billing prior to invoice submission
• Works closely with Accounting to resolve billing questions, discrepancies, credits, freight charges, and other order-related issues
• Maintains accurate and timely records within the ERP system and other applicable systems
• Communicates order, shipping, and billing issues promptly to the appropriate internal department or leadership
• Serves as a central point of coordination between Customer Operations, Warehouse, Accounting, and external freight carriers
• Assists with researching shipment issues, freight discrepancies, delivery concerns, and other outbound logistics matters
• Maintains organized documentation related to freight quotes, shipments, order changes, and billing review
• Participates in process improvement initiatives designed to improve order accuracy, shipping efficiency, communication, and customer service
• Assists with warehouse and shipping operations as needed to support daily workflow, operational coverage, and team productivity
• Adheres to all company policies and procedures, including safety and HIPAA practices

Supervisory Responsibilities
:

This position does not supervise other employees.

Required Skills
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• 1 year logistics, transportation, freight, order fulfillment, supply chain, or related administrative/operations experience

Preferred Skills
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• Net Suite experience or similar ERP systems

Education and Credential Requirements
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• High School diploma or equivalent required

Core Competencies
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• Self-starter
• Ability to work independently, and in teams, to consistently meet commitments
• Comfortable working in a dynamic and fast-paced environment
• Utilizes proactive approach to issues and problem solving
• High personal discipline, attention to detail and work quality
• Desire and motivation to learn new skills and expand knowledge to improve job performance and self-improvement
• Strong verbal and written communication skills; ability to communicate effectively with all levels
• Strives for excellence and upholds organizational standards such as cooperation…