Job Description

The Operations Coordinator is responsible for ensuring smooth and efficient operations in the day-to-day running of the logistics and transportation department. This includes coordinating shipments, managing driver schedules, maintaining accurate records, and providing excellent customer service. The role also involves tracking and ensuring the timely delivery of goods, updating necessary systems, and maintaining operational documentation. The Operations Coordinator plays a key role in maintaining the flow of communication between customers, drivers, and the internal team. The Operations Coordinator is expected to work in a professional, courteous manner and establish excellent working relationships with customers, clients and fellow employees.

Job Functions Include But Are Not Limited To:

Key Responsibilities:

Customer Service & Communication:

Monitor and action all incoming emails promptly and efficiently. Answer incoming calls and respond to customer inquiries regarding shipments, deliveries, and services. Provide exceptional customer service by ensuring client satisfaction and addressing any concerns or issues. Ensure customers receive timely updates regarding order status, delivery schedules, and any delays.

Shipment & Order Coordination:

Ensure the timely and accurate shipment of products by coordinating with drivers and internal teams. Enter all Bills of Lading (BOLs) into the system for daily shipments. Open the daily driver trip sheet for local shipments and update with any additional pickups and deliveries for live allocation. Ensure all orders are updated live with pickup and delivery notifications to customers. Make appointments for orders requiring specific scheduling (e.g., appointment times for deliveries). Track driver locations and shipments to ensure timely and accurate deliveries.

Driver & Dispatch Management:

Ensure all drivers report to work on time and are prepared for their assigned tasks. Assign tractor and trailer numbers to drivers as required. Communicate any special instructions for pickups (e.g., appointment times) to drivers. Maintain and follow Transportation Operations- Standard Operating Procedures (SOPs). Review driver run sheets and PODs, ensuring all required information is completed accurately as per SOP. Track and update driver times and ensure proper logging for payroll processing. Ensure accurate entry of start/end times into trucking software.

System & Documentation Management:

Maintain accurate records in the trucking software, ensuring that all times and information are accurate. Update and maintain all systems including Payroll, Fuel Logs, Truck/Trailer Master, and Warehouse Tracker. Review and file maintenance invoices after updating the system, ensuring proper documentation of repairs and maintenance. Create optimal routes for drivers to ensure efficient operations. Maintain and ensure up-to-date truck and trailer maintenance logs and records. Review and track returns and update relevant files.

Operational Inspections & Maintenance:

Perform daily morning and evening inspections of warehouse and Less-than-Truckload (LTL) operations to ensure everything is running smoothly. Ensure that the daily yard check is completed and recorded. Ensure maintenance records and updates are consistently maintained in the system.

Key Requirements:

Skills & Experience:

Proven experience in an operations or logistics coordinator role, preferably within a shipping or transportation environment. Strong communication skills to interact with clients, drivers, and internal teams effectively. Ability to multitask and handle multiple responsibilities in a fast-paced environment. Detail-oriented with the ability to accurately enter data and maintain records. Familiarity with trucking software and warehouse management systems. Knowledge of dispatch operations and scheduling procedures. Experience with handling maintenance documentation and coordinating repairs.

Core Competencies:

Excellent organizational skills with the ability to prioritize and manage multiple tasks. Strong customer service skills with a focus on meeting client needs. Ability to work independently and as part of a team. Proficient in Microsoft Office (Word, Excel) and other relevant software tools. Ability to adapt quickly to changing schedules, priorities, and operational requirements. Strong problem-solving skills to handle logistics issues and customer concerns efficiently.

Additional Requirements:

Must be legally eligible to work in Canada. Ability to work in a dynamic, time-sensitive environment. Flexibility to work additional hours as needed to support operational demands, if required.

Working Conditions:

Full-time position based onsite. Occasional overtime or weekend work may be required based on operational demands. Work in a fast-paced environment with a focus on customer satisfaction and operational efficiency.
Job Types: Full-time, Permanent

Work Location: In person