Truck Coordinator Trainee

TRUCK TRANSPORTATION COORDINATOR – TRAINEE

POSITION SUMMARY:

The Truck Transportation Coordinator – Trainee supports the transportation team with daily truckload coordination, load tracking, carrier communication, and shipment documentation. This entry-level role learns internal transportation processes, basic DOT/transportation compliance requirements, and company systems (including the Transportation Management System (TMS)) while working under the guidance of an experienced Truck Transportation Coordinator.

Job Duties (Trainee):

• Assist with creating, tendering, and tracking loads in the Transportation Management System (TMS) under supervision.
• Coordinate with carriers and drivers to confirm equipment availability, pickup/delivery appointments, ETAs, and required shipment details.
• Monitor loads in transit and update shipment milestones, check calls, and status notes in internal logs and/or customer portals.
• Prepare and distribute transportation documents (rate confirmations, BOLs, PODs) and assist with document collection, scanning, and filing.
• Support carrier setup/onboarding by collecting required documents (insurance, W-9, agreements) and maintaining accurate carrier files under supervision.
• Assist with rate entry and basic lane/market research; escalate pricing or coverage concerns to the coordinator/manager.
• Help resolve service issues (late pickups/deliveries, missed appointments, shortages/damage) by gathering information, communicating updates, and escalating to the coordinator.
• Learn and follow company policies and DOT/transportation compliance and recordkeeping requirements for load tendering and execution.
• Participate in training, shadowing, and coaching; progressively take ownership of assigned loads and tasks as proficiency increases.

Trainee Development & Support Responsibilities:
Training and administrative support to supplement core load coordination.

• Data entry, scanning, filing, and tracker maintenance.

• Audit load files for completeness (rate confirmation, BOL, POD, accessorials) and follow up on missing items.
• Maintain carrier files (insurance, W-9, agreements) and support qualified-carrier documentation.
• Complete training modules, shadow coordinators, and document process notes/checklists.
• Practice professional communication using approved templates; escalate exceptions and questions.

• Qualifications and Skills (Trainee):
• High school diploma or equivalent required; associate or bachelor’s degree preferred (logistics, supply chain, business, or related).
• 0–2 years of experience in logistics, transportation, customer service, or administrative support preferred.
• Ability to learn a Transportation Management System (TMS) and standard dispatch processes; prior TMS experience (Princeton TMX or similar) is a plus.
• Working knowledge of DOT/FMCSA requirements is a plus; must be willing to learn and apply compliance expectations.
• Proficiency with Microsoft Excel/Outlook or similar tools; strong data-entry skills.
• Basic math skills and comfort working with rates, miles, dates/times, and load details.
• Effective time management and ability to prioritize in a fast-paced environment.
• Strong attention to detail and accuracy with numbers, dates/times, and shipment documentation.
• Ability to work independently with guidance, ask questions, and follow documented procedures.
• Clear written and verbal communication skills; professional phone and email etiquette.
• Problem-solving mindset with the ability to gather information, identify issues, and escalate appropriately.
• Strong organizational skills and ability to multitask across multiple loads and priorities.
• Comfortable working in a demanding, deadline-driven environment while remaining calm and customer-focused.
• Able to manage demanding situations with diplomacy and tact and collaborate effectively with internal teams and external carriers.

40cgmHELKP