Representative I, Cust. Svc. - Administration

About the role

The Traffic Dispatcher Clerk (Window Clerk) coordinates and schedules drivers for pick-up and delivery in a safe, efficient, and timely manner. This role involves processing cargo bookings or import/export documentation within established deadlines and regulatory requirements, interacting with customers, and managing documentation.

Responsibilities

• Ensure all documentation is submitted timely and accurately.
• Check, correct, and distribute documents to customers to meet deadlines.
• Collect Bills of Lading for assigned customers, verify accuracy, and disseminate for processing.
• Inform customers of cargo arrivals/departures via email/fax, including arrival/departure notices and copies of the bill of lading.
• Secure confirmation and file documents in the master file.
• Obtain and verify original bills of lading and delivery orders.
• Ensure cargo is properly released.
• Coordinate with truck drivers and consolidate orders into truckloads for specific destinations.
• Enter all data into the computer system.
• Handle heavy phone communications, answering questions and informing customers of situations.
• Perform other related duties as assigned.

Requirements

• Minimum two (2) years of experience in Customer Service and Import Documentation.
• High school diploma or equivalent; Associate’s degree in Transportation, Logistics, or related field preferred.
• At least three years of related experience in warehouse/freight operations.
• Intermediate to advanced experience with MS Word, Excel, and Outlook.
• Moderate to advanced typing skills (40-45 wpm) and 10-key by touch.
• Advanced communication skills in English for customer interactions.
• Ability to follow procedures, exercise independent judgment, and maintain effective working relationships.
• Strong organizational, time management, and prioritization skills with attention to detail.

Skills

• Excellent verbal and written communication.
• Strong organizational and leadership skills.
• Basic understanding of geographical areas and mapping programs for efficient routing.
• Proficiency with dispatch and recordkeeping systems.
• Ability to work at a fast pace and under pressure.
• Thorough understanding of the shipping industry.

Physical Requirements and Working Conditions

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds occasionally.
• Required to move within the office and warehouse.
• Occasional exposure to dust, fumes, airborne particles, toxic or caustic chemicals.
• Noise level in the work environment is usually quiet to moderate.
• Must be able to work extended hours, weekends, or holidays on occasion.