LOGISTICS COORDINATOR

Description

JOB SUMMARY

The Logistics Coordinator coordinates inbound freight, branch-to-branch transfers, outbound shipments, customer deliveries, vendor pickups, and related transportation activities involving Milford inventory, equipment, materials, and assets. This position manages the movement of goods between suppliers, Milford locations, customers, carriers, and other authorized destinations while maintaining accurate documentation, timely communication, cost control, and service reliability.

The Logistics Coordinator independently arranges freight, selects approved carriers, negotiates rates, issues authorized purchase orders, approves freight invoices within delegated authority, coordinates freight claims, creates and processes inventory transfers, receives transferred inventory, monitors shipments, and reports logistics performance. This position exercises independent judgment within management guidelines and established company controls.

ESSENTIAL FUNCTIONS

Logistics Operations and Transportation Coordination

• •Coordinate inbound freight, branch-to-branch transfers, outbound shipments, customer deliveries, vendor pickups, and other authorized movement of inventory, equipment, and assets.
• •Independently arrange transportation using approved carriers, vendors, internal resources, and authorized logistics providers.
• •Select carriers and transportation methods based on service requirements, safety, availability, delivery commitments, pricing, equipment needs, routes, and company guidelines.
• •Negotiate freight rates, accessorial charges, and service terms within delegated authority and approved company parameters.
• •Create freight-related purchase orders and maintain supporting documentation.
• •Review, approve, and process freight invoices within delegated authority after verifying rates, shipment information, supporting documents, additional charges, and service completion.
• •Monitor shipment status, estimated arrivals, delays, missed pickups, service failures, and delivery commitments.
• •Communicate delays, shortages, damage, rejected shipments, routing changes, and other service issues to affected customers, branches, departments, and managers.
• •Maintain current carrier directories, rate information, contact lists, service-area information, and applicable agreement requirements.
• •Coordinate emergency, expedited, oversized, specialized, and high-priority transportation needs when authorized.

Transportation Compliance and Documentation

• •Ensure shipping, receiving, transfer, carrier, and delivery documentation is complete, accurate, timely, and retained according to company requirements.
• •Obtain and verify bills of lading, signed delivery receipts, proof of delivery, truck tallies, packing lists, transfer documents, freight confirmations, invoices, and other required records.
• •Confirm transportation providers meet applicable company, customer, insurance, safety, contractual, and documentation requirements before use.
• •Monitor compliance with approved-carrier requirements, master service agreements, routing guidance, and assigned transportation controls.
• •Report suspected regulatory, safety, insurance, carrier-qualification, contractual, or documentation concerns to management before shipment proceeds when appropriate.
• •Maintain records supporting audits, invoice processing, claims, performance reporting, and customer inquiries.
• •Protect confidential carrier pricing, customer information, shipment data, vendor terms, and other sensitive business information.
• •Support carrier-performance evaluations, audits, incident reviews, and process improvements.

Logistics and Inventory Coordination

• •Create purchase orders and inventory transfer orders in Microsoft Dynamics 365 Business Central or another approved company ERP system.
• •Enter and process branch-to-branch transfers accurately and promptly.
• •Receive transferred inventory and verify quantities, locations, item numbers, supporting documents, and transaction status.
• •Coordinate inventory movement between branches, suppliers, customers, vendors, and approved storage locations.
• •Confirm shipments and transfers have approved transactions and complete documentation before release.
• •Research transfer discrepancies, missing receipts, quantity differences, damaged freight, and delivery exceptions.
• •Report inventory discrepancies requiring adjustment to the appropriate manager or authorized inventory employee.
• •Do not independently perform inventory adjustments, write-offs, cost changes, quantity corrections, asset-status changes, or cycle-count coordination unless specifically authorized.
• •Partner with Purchasing, Warehouse, Sales, Equipment & Parts, Rental, Technical Services, and branch personnel to coordinate material availability and movement.

Freight Claims and Issue Resolution

• •File and coordinate freight claims with carriers, brokers, vendors, and other responsible parties.
• •Manage claims involving damage, shortages, loss, concealed damage, service failures, and billing disputes.
• •Gather and preserve photographs, bills of lading, delivery receipts, packing lists, invoices, carrier correspondence, inspection records, cost information, and supporting evidence.
• •Monitor claim deadlines, carrier responses, requested information, credits, settlements, denials, and unresolved issues.
• •Communicate claim status to affected departments and management.
• •Escalate significant, disputed, aged, denied, or high-value claims according to management guidelines.
• •Maintain complete claim files and accurate recovery, credit, write-off, and final-disposition records.

Reporting, Analytics, and Cost Control

• •Maintain and report logistics performance indicators, including on-time delivery, carrier performance, freight spending, freight cost trends, claim activity, and delivery exceptions.
• •Analyze freight costs, carrier performance, route patterns, shipment volume, additional charges, delays, and service failures.
• •Identify and recommend improvements to transportation costs, service reliability, shipment consolidation, routing, carrier utilization, and process efficiency.
• •Prepare regular and special reports using the company ERP system, spreadsheets, and approved reporting tools.
• •Maintain records supporting freight accruals, invoice approval, budgeting, forecasting, and management review.
• •Communicate significant cost increases, recurring service failures, capacity limitations, carrier risks, and other concerns to management.

Driver and Resource Coordination

• •Coordinate driver utilization, delivery schedules, route priorities, pickups, transfers, and transportation resources when assigned.
• •Schedule or provide work direction to Parts & Delivery Drivers only when formally assigned.
• •Communicate route, customer, material, timing, documentation, load, equipment, and safety requirements to assigned drivers and operational personnel.
• •Monitor delivery progress and address delays, route changes, customer issues, vehicle concerns, and documentation needs.
• •Report employee performance, attendance, conduct, safety, and policy concerns to the appropriate manager and Human Resources.
• •Do not independently hire, terminate, establish compensation, issue formal discipline, or approve policy exceptions unless specifically authorized.

Customer Service, Systems, and General Responsibilities

• •Respond promptly and professionally to customers, branches, vendors, carriers, and internal departments regarding shipment status, delivery timing, documentation, claims, rates, and logistics issues.
• •Provide timely notice of delays, exceptions, damage, shortages, missed commitments, and changes affecting service.
• •Coordinate solutions within delegated authority and escalate complaints, disputed charges, significant service failures, and unauthorized commitments.
• •Use Microsoft Dynamics 365 Business Central or other approved ERP systems for logistics, transfers, receiving, purchasing,