Backhaul Coordinator

Responsibilities

• Coordinate with Assistant Fleet Managers to determine where available drivers are located and identify drivers that need backhaul assignments
• Ensure all loads are matched and acknowledged to maximize efficiency and driver utilization
• Plan all ambassadors (drivers) showing available through the start of your shift the next day; notify ambassadors why they are not planned and add them to the end of the day email and note within the TMS
• If short on work, communicate the need 2 days prior with the Fleet Manager to allow for planning adjustments
• Reviews loads to determine if a relay is needed to a drop yard/DC or if the ambassador will deliver direct
• Reviews code orange alerts and ETAs, rescheduling any pickup or deliveries we won't make after confirming with the ambassador
• Communicates within the region, including Shuttles, LTL & PTP (Point-to-Point), to ensure all relayed loads are planned and coordinated
• Solicit and acquire daily, weekly, and monthly freight from customers, brokers, and shipping partners to secure backhaul loads
• Use load boards including DAT, Internet Truckstop, and other platforms to locate backhaul opportunities that satisfy business needs and align with driver routes
• Review DAT Board and other freight marketplaces to locate freight when needed to fill capacity
• Reduce and manage empty miles through strategic acquisition of backhauls
• Continue to review and improve backhaul revenue and lanes through market analysis
• Look for and identify opportunities within our network through lane reports and performance data
• Manage load planning to maximize efficiency and revenue across the transportation network
• Provide excellent customer service to shippers and brokers, negotiate competitive rates, and manage load planning to maximize efficiency and revenue
• Ensure accuracy of load tenders and enter loads into system when necessary with complete and correct information
• Enter all manual orders as needed as well as updating rates in the transportation management system
• All loads are planned for current and next day with correct dates, pick-up/delivery windows, and all numbers associated with the load
• Reviews appropriate systems for backhaul tenders and necessary updates including MercuryGate (MG), BluJay, and other TMS platforms
• All 3PL (third-party logistics) updates are done within the appropriate TMS as well as checking EDI (Electronic Data Interchange) to ensure no trips are missed
• Update and confirm information is correct in CIM (Customer Information Management) for all orders including: phone numbers, hours of operations, commodity, nearest CAT scale, overnight parking, trailer size (48 or 53), load management details
• Call shippers and vendors to confirm order numbers, delivery requirements, and load specifications
• Utilize shipper and vendor systems to set appointments and coordinate pickup and delivery windows
• Provide excellent customer service and communicate load status updates to shippers and brokers proactively
• Watches emails and replies with updates in a timely manner to maintain strong customer relationships
• Coverage of all ambassadors to ensure consistent backhaul volume
• Negotiate rates with shippers and brokers to maximize profitability while remaining competitive
• Make sure negotiated rates are accurately entered into the system with all applicable charges
• Maintain awareness of market rates and trends to inform negotiation strategies
• Track rate performance and identify opportunities for rate improvements

Load Management & System Accuracy

• Monitor backhaul performance metrics including revenue per mile, empty mile percentage, and load acceptance rates
• Analyze lane reports to identify profitable opportunities and underperforming routes
• Generate reports on backhaul performance and provide updates to management
• Track key performance indicators (KPIs) and work toward continuous improvement goals

Qualifications

• High school diploma or GED equivalent required
• Experience in transportation, logistics, freight brokerage, or backhaul coordination
• Familiarity with load boards such as DAT, Internet Truckstop, Truckstop.com, or similar platforms
• Strong negotiation and communication skills with ability to build relationships with customers and brokers
• Adequate organizational and time management skills with ability to manage multiple priorities in a fast-paced environment
• Proficient in Microsoft Office Suite (Excel, Word, Outlook)
• Understanding of transportation management systems (TMS) and freight operations
• Customer service orientation with professional phone and email communication skills
• Ability to work independently and make sound decisions quickly
• Strong attention to detail with accuracy in data entry and record-keeping

Additional Qualifications, Preferred

• Associate's or Bachelor's degree in Logistics, Supply Chain Management, Business Administration, or related field
• 2+ years of experience in backhaul coordination, freight brokerage, or transportation logistics
• Experience with MercuryGate, BluJay, or similar transportation management systems (TMS)
• Knowledge of DOT regulations, hours of service (HOS), and transportation compliance requirements
• Understanding of trucking operations, routing, and logistics planning
• Familiarity with EDI (Electronic Data Interchange) and automated freight tendering
• Advanced Excel skills including data analysis and reporting