Logistics Coordinator

POSITION: Logistics Coordinator STATUS: Non-exempt

REPORTS TO: Logistics Manager DATE: November 2023

DIRECT REPORTS: None LOCATION: Bonner, MT

POSITION SUMMARY:

This position is responsible for processing paperwork required for the shipment of trailers both domestically and internationally. Ensures that paperwork is completed accurately and follows transportation and export laws. Provides coordination and administrative support to the Logistics Department and reports directly to the Logistics Manager.

FUNCTIONS AND RESPONSIBILITIES:

• Coordinates delivery of products with dealers to ensure excellent customer service.
• Negotiates rates with carriers, schedules loads and prepares purchase orders.
• Prepares warranties, invoices, and NVIS/certificates of origins for scheduled loads.
• Sends invoicing and payment terms for each shipment to dealers prior to delivery.
• Matches carrier invoices with purchase orders and submits to accounting for payment.
• Enters data into the “Load value spreadsheet” for management analysis.
• Invoices trailers in the Genius system production identifies as complete on a daily basis.
• Submits financing requests to GE and Northpoint for approval prior to load shipments.
• Processes customs documentation for import/export of trailers and parts
• Ensures customs and E-manifest clearance prior to loading shipments.
• Answers incoming calls to the company in the absence of or to assist the receptionist.
• Effectively Communicates with Logistics Manager, shipping crew and sales team.
• Instructs drivers on documentation and responsibilities related to deliveries.
• Schedules and prepares documentation for FedEx and CH Robinson freight shipments.
• Performs other administrative duties as assigned such as filing, scanning and copying.

DESIRED EDUCATION/EXPERIENCE:

• A two-year college business degree preferred, but not required. May recognize equivalent related work experience.
• Proficiency in Microsoft Office required, and accounting system experience preferred
• Two years transportation/logistics or customer service experience preferred

KNOWLEDGE, SKILLS, AND ABILITIES:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Problem solving—the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully.
• Customer service—the individual manages difficult client/customer situations, responds promptly to customer needs, solicits customer feedback to improve service, responds to requests for service and assistance and meets commitments.
• Planning/organizing—the individual prioritizes and plans work activities and uses time efficiently.
• Quality control—the individual demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
• Quantity—meets productivity standards and completes work in a timely manner.
• Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security—the individual observes safety and security procedures and uses equipment and materials properly.

Expectations:

- Completes all documentation for next-day shipments by the end of each day

- Updates “Load value spreadsheet” on a weekly basis

- Informs Logistics Manager and Sales Manager when accounts are overdue

- Generates purchase orders for carriers within 2 days of load confirmation

- Processes vendor payments within 1 day of receipt of invoices

- Submits financing documentation for funding within 2 days of delivery

Alcom USA is proud of its diverse workforce and welcomes employees who speak one or more languages. As a necessity to safely and efficiently perform business operations, employees must be proficient in speaking and understanding English. Alcom will assess the level of fluency required on a job by job basis. Employees must be able to speak and understand English for job related communications and are otherwise welcome to speak their native or other language in the workplace.