Logistics Specialist

Job Description

Job Description

Position Summary:

A Logistics Specialist is a dynamic role that will coordinate and manage inbound and outbound freight activities across multiple business units, including support for export projects. This position will play a key role in ensuring seamless logistics operations, collaborating closely with billing, account management, and customer onboarding teams to drive efficiency, accuracy, and excellent service delivery.

Essential Duties and Responsibilities:

• Schedule and coordinate deliveries and shipments to ensure timely and efficient transportation of goods.
• Communicate with drivers, clients, and warehouse staff to confirm delivery schedules and resolve any issues.
• Maintain accurate records of shipments, delivery schedules, and inventory.
• Monitor and track shipments to ensure they are on schedule and address any delays or issues.
• Work closely with logistics managers and other departments to optimize routes and improve scheduling efficiency.
• Process and verify shipping documentation, including invoices, landing bills, and delivery receipts.
• Provide support in preparing reports on logistics and transportation activities.
• Resolve customer complaints and issues related to shipping and delivery.
• Assist in maintaining compliance with transportation regulations and safety standards.
• Booking export loads weekly/ monthly via Ocean shipments(containers), Road Carrier, and Freight Forwarders
• Providing timely and accurate documentation of all necessary documents for each shipment to meet US Customs and Shipping Line requirements.
• Support multiple team mailboxes.

• PO tracking/Customer Support.
• Work with the multiple teams to complete rebills for payment or approve internal invoices for payment
• Provide timely responses for on time payments
• Maintain records of invoices approved, rebilled or denied

Additional duties:

• Act as the logistics point of contact during the onboarding of new customers, ensuring a smooth transition from sales to operations.
• Collaborate with the account management and sales teams to understand customer requirements, delivery schedules, and special handling needs.
• Set up and document transportation and logistics processes for new accounts, including routing guides, carrier selection, and service level expectations.
• Coordinate initial freight movements and delivery planning to ensure timelines align with customer launch schedules.
• Provide logistics input during customer kick-off meetings and assist in developing tailored shipping solutions to meet their unique needs.
• Ensure all logistics-related onboarding documentation is completed accurately, including account setup in internal systems and communication of key logistics contacts.
• Identify potential logistical risks or constraints early in the onboarding process and work with stakeholders to develop contingency plans.
• Serve as an internal advocate for the customer by communicating their logistics expectations and requirements across the organization.
• Track and report onboarding logistics performance metrics and customer satisfaction to support continuous improvement.

Required Qualifications:

• High school diploma or equivalent; associate degree in logistics, supply chain management, or related field preferred.
• Minimum of 6 years in logistics, transportation scheduling, or a similar role
• Strong organizational skills with the ability to handle multiple tasks and priorities.
• Successfully manage working relationships with internal and external clients, carriers, and vendors at all levels
• Proficient in Microsoft Office Suite and scheduling software.
• Strong attention to detail and ability to maintain accurate records.
• Ability to solve problem-solve and manage unexpected changes or delays in the schedule.
• Knowledge of logistics operations, transportation regulations, and supply chain processes.

Physical Demands:

• Ability to sit for extended periods while working at a computer.
• Occasional lifting of office supplies or documents (up to 25 lbs).
• Ability to work under pressure and manage time efficiently to meet deadlines.

Work Environment:

• Primarily office-based with occasional visits to warehouses, shipping docks, or distribution centers.
• A fast-paced environment with a focus on meeting deadlines and addressing any issues that arise during the logistics process.

• Exposure to moderate noise levels when visiting warehouses or distribution areas.

Travel Requirements:

• Minimal travel required, typically less than 10%, to coordinate logistics or attend training.

Equipment Used:

• Computers, printers, and telecommunication devices (phones, email, etc.).
• Scheduling and logistics software for managing shipments and inventory.
• Office equipment such as copiers and fax machines.
• Personal protective equipment (PPE) when visiting warehouses or other operational sites.

Supervisory Responsibilities:

• This position does not have supervisory responsibilities but may provide support or guidance to other team members or temporary staff as needed.

Benefits Offered:

• Medical/Dental/Vision Insurance- First of the month after 30 days of employment
• 401K with company match
• PTO and Holiday eligibility on the date of hire
• Weekly Pay
• Full Grant Tuition & Tuition Reimbursement

Hayes Company/Knight Swift Warehousing and Fulfillment is an equal opportunity employer and considers qualified applicants for employment regardless of race, gender identity, gender expression, age, color, religion, disability, veteran's status, sexual orientation, or any other protected factor.