Transportation Administrative Coordinator (Tracking & Scheduling)

Transportation Administrative Coordinator (Tracking & Scheduling)

Location: Pittsburgh, PA
Department: Operations / Brokerage Support
Reports To: Operations Manager

Position Summary

The Transportation Administrative Coordinator supports daily brokerage operations by managing tracking & tracing, appointment scheduling, and shipment visibility. This role ensures accurate, timely communication between carriers, customers, and internal teams while maintaining high service levels across all freight movements.

This is a high-volume, execution-focused role ideal for someone with strong attention to detail and communication skills.

Key Responsibilities

Tracking & Tracing

• Monitor active shipments to ensure on-time pickup and delivery
• Proactively track loads via:
• Carrier check calls
• GPS / ELD tracking tools
• TMS visibility platforms
• Update internal systems and customers with real-time status changes
• Escalate service failures (delays, missed pickups, breakdowns)

Appointment Scheduling

• Schedule pickup and delivery appointments with: Shippers, receivers, and warehouses
• Confirm appointment details with carriers and ensure compliance
• Manage rescheduling and resolve appointment conflicts

Carrier Communication

• Serve as day-to-day contact for drivers and dispatchers
• Provide directions, appointment details, and load requirements
• Ensure adherence to pickup/delivery windows

Administrative Support

• Maintain accurate load data in TMS systems
• Enter and update milestones (PU, in-transit, delivery, POD)
• Assist with documentation (BOLs, PODs, rate confirmations)

Customer Support

• Provide shipment updates and respond to customer inquiries
• Maintain high service levels on time-sensitive freight
• Support operations team with overflow and issue resolution

Required Qualifications

• 1–3 years of experience in: Freight brokerage, 3PL, dispatch, or logistics coordination
• Strong communication skills (phone + email heavy role)
• Ability to manage high volume (50–100+ loads/day visibility)
• Detail-oriented with strong organizational skills
• Experience with TMS or load tracking systems preferred

Preferred Qualifications

• Experience in a freight brokerage environment
• Familiarity with appointment-based freight (retail, grocery, warehouse)
• Exposure to EDI/API tracking tools or visibility platforms

Key Competencies

• Urgency and responsiveness
• Attention to detail (critical for tracking accuracy)
• Multitasking in a fast-paced environment
• Customer service mindset