Logistics Coordinator

Private Advertiser; Makati; On-site; PHP 320,000 - 520,000; Full time

Job summary

Private Advertiser in Makati is seeking a Logistics Coordinator to oversee end-to-end freight tracking across multiple systems, providing real-time updates on ETAs, locations, and milestones. You will work with planners and drivers to ensure loads move on schedule.

The role demands proactive communication, strong data entry, and meticulous documentation, with training provided on our TMS and Outlook tools. This position is based in the Metro Manila area.

Qualifications

• Attention to detail in data entry and load tracking.
• Ability to multitask and stay organized under pressure.
• Strong problem-solving and proactive communication skills.

Responsibilities

• Maintain real-time dashboards and update load status.
• Log data and notes from carriers/drivers into the system.
• Confirm pickups/deliveries and track loads with regular updates.
• Communicate with drivers/dispatchers to verify ETAs and locations.
• Forward PODs and related docs to internal departments.

Skills

Attention to detail

Multitasking

Problem solving

Communication

Reliability

Data entry

Tools

TMS (McLeod)

Microsoft Outlook

MS Teams

RingCentral

Microsoft 365 (Word, Excel)

Job description

Job Overview

The Logistics Coordinator is responsible for the end-to-end tracking and monitoring of freight loads across multiple systems. This role ensures total visibility by maintaining real-time updates on arrival times, departure times, and current locations via email, phone, and TMS platforms.

The ideal candidate is a proactive communicator who thrives in a fast-paced environment, actively collaborates with planners to resolve issues, and provides exceptional administrative support to ensure all loads move smoothly and on schedule.

Key Responsibilities

Load Tracking & System Management

• Real-Time Dashboards: Maintain and continuously update the internal load dashboard.
• Data Logging: Acknowledge partner notifications immediately and register comprehensive load details (including detailed notes) received from carriers or drivers into the system.
• Milestone Confirmation: Confirm all pick-ups and deliveries; track assigned loads and update check calls regularly.
• Carrier Communication: Call drivers or dispatchers to request accurate ETAs and current locations. Reach out to carriers to verify shipping hours and confirm load readiness.

Documentation & Compliance

• Document Routing: Forward Proof of Deliveries (PODs) and other load-related documentation to the appropriate internal departments.
• Discrepancy Resolution: Take ownership of document retrieval in the event of rate confirmation discrepancies.
• Information Security: Manage sensitive documentation discretely, maintaining strict confidentiality for both company and accounting data.

Escalation & Collaboration

• Issue Escalation: Identify, communicate, and elevate transit delays or operational bottlenecks to the main Point of Contact (POC) or supervisor.
• Team Support: Collaborate closely with planners regarding transit issues and support the wider logistics team with administrative tasks as assigned.

Key Metrics & Performance Expectations

Performance in this role is evaluated based on weekly client call-in reports and responsiveness:

• Call Volume: Achieve a minimum of 250 call-ins weekly.
• Status Updates: Complete a minimum of 150 stop status updates weekly.
• Availability: Maintain constant availability across all communication channels; remain highly attentive to urgent messages and requests.

Skills and Qualifications

Technical Skills

• Systems Proficiency: Experience with or quick adaptability to computerized logistics software, data entry, and multi-program operations.
• Communication Tools: Familiarity with professional email etiquette and phone communication systems.

Core Competencies

• Attention to Detail: High accuracy in data entry and tracking notes.
• Multitasking & Organization: Ability to manage multiple loads and shifting priorities under pressure.
• Problem-Solving & Proactiveness: Anticipates delays and actively works to find solutions before they impact the schedule.
• Communication: Courteous and professional verbal and written communication skills for interacting with co-workers, carriers, and clients.
• Reliability: A proven history of consistent attendance, punctuality, and a strong sense of professional commitment.

Tools & Systems Used

Training will be provided, but prior experience with the following systems is highly advantageous:

• TMS: McLeod TMS
• Communication: Microsoft Outlook, MS Teams, RingCentral Softphone
• Productivity: Microsoft 365 (Word, Excel)