Transportation Clerk

Description

The Transportation Clerk plays a key role in supporting the logistics and transportation operations of the organization. This position is responsible for coordinating the movement of goods, maintaining accurate transportation records, and ensuring compliance with company and regulatory standards. The Transportation Clerk works closely with drivers, carriers, warehouse staff, and internal departments to ensure timely and efficient delivery of shipments. Key duties include preparing shipping documentation, scheduling pickups and deliveries, tracking shipments, and resolving transportation-related issues. Strong attention to detail, organizational skills, and effective communication are essential in this role to ensure seamless logistics operations.

Responsibilities:

• Coordinate and schedule inbound and outbound shipments to ensure timely delivery and pickup.

• Prepare and process shipping documents, including bills of landing, freight bills, and delivery receipts.

• Track and monitor shipments using transportation management systems (TMS) or carrier websites.

• Communicate with carriers, drivers, and vendors to resolve delays, issues, or discrepancies.

• Maintain accurate records of transportation activities, including shipment logs and freight costs.

• Verify shipping documentation for accuracy and compliance with company policies and government regulations.

• Collaborate with warehouse and inventory teams to ensure proper order fulfillment and dispatch.

• Handle inquiries and provide shipment status updates to internal departments and customers.

• Assist in auditing freight bills and processing transportation-related invoices.

• Support the transportation manager with administrative tasks and logistics reporting as needed.

• Ensure adherence to all safety procedures and transportation regulations.

• Greet visitors and determine whether they should be given access to specific individuals.

• Contact drivers to determine their current locations.

• Answer incoming calls, relay messages to the supervisor, and other employees.

• Open, sort, and distribute incoming correspondence, including faxes.

• Create new hire folders for all drivers.

• Prepare new hire packets: W-4, I-9's etc.

• Collect and copy the driver's license, social security card, DOT medical card, and DMV abstract.

• Input information into the transportation calendar, such as sick, personal, and vacation days.

• Process payroll paperwork for transportation on a weekly basis for the payroll manager.

• Collect, file, and enter all full receipts into an Excel spreadsheet. Compare fuel receipts to the fuel bill.

Requirements:

• Good verbal and written communication and interpersonal skills.

• Must be able to multitask, work independently, and contribute to the team's overall success.

• Must be reliable, punctual, and flexible, with the ability to work various shifts (including nights, weekends, and holidays).

• Must be able to stand, walk, or sit for extended periods of time during shifts.

• English proficiency, Spanish a plus.

• Experience with High Jump system is a plus.

• Must be knowledgeable of all DOT requirements.

• Ability to handle a large volume of paperwork.

• Must be able to work in a cold environment (50 degrees). The office is in the warehouse.

• Must be able to stand, walk, and stand throughout the day (8 hours min).

Education and Experience:

• High school diploma or equivalent required.

• 1-2 years of related experience.

• Prior experience in basic computer skills.

• Previous experience interacting with the public or employees, providing assistance and maintaining professionalism.

Technology Skills:

• Microsoft Excel/ Word.

• Electronic mail software - Microsoft Exchange; Microsoft Outlook.

• Video conferencing software - Microsoft Teams.

Work Environment:

• 5 or 6 days a week in the Facility.

• Ability to bend and lift heavy items, 40-50 lbs.

• Ability to work in both cold and hot environments.

• Ability to work or stand for extended hours as needed.

• Ability to work weekends and holidays as needed.