Key Responsibilities and Required Skills for a Logistic Assistant

🎯 Role Definition

The Logistic Assistant is a foundational role within the supply chain and operations team, acting as the primary support system for the seamless flow of goods and information. This position is responsible for the hands-on, day-to-day coordination of logistical tasks, from processing shipping documents to communicating with carriers and suppliers. A successful Logistic Assistant ensures that products move efficiently, accurately, and cost-effectively from origin to destination, directly impacting operational success and customer satisfaction. They are the organizational backbone of the logistics department, ensuring data integrity, compliance, and proactive problem-solving.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Administrative Assistant
Customer Service Representative

Advancement To:

Logistics Coordinator / Specialist
Supply Chain Analyst
Logistics Supervisor

Lateral Moves:

Procurement Assistant
Inventory Controller

Core Responsibilities

Primary Functions

Coordinate and monitor end-to-end supply chain operations, ensuring the timely and cost-effective transportation and delivery of goods.
Prepare, process, and verify all necessary shipping and receiving documentation, including bills of lading, packing lists, commercial invoices, and proof of delivery.
Liaise directly with freight forwarders, carriers, and customs brokers to arrange transportation, track shipments, and ensure smooth transit.
Maintain highly accurate and up-to-date records of inventory, shipments, and transactions within the company's ERP or logistics software.
Communicate proactively with suppliers, customers, and internal departments (like sales and warehouse teams) to provide real-time shipment status updates and resolve inquiries.
Input and manage critical logistics data in the company's Transportation Management System (TMS) or Warehouse Management System (WMS), guaranteeing data integrity.
Schedule inbound and outbound freight appointments at the warehouse or distribution center, managing dock schedules to optimize traffic flow.
Verify the accuracy of shipping notices, bills of lading, and other records against physical shipments to ensure compliance and prevent discrepancies.
Handle and investigate customer claims for lost or damaged goods, coordinating with insurance providers and carriers to facilitate a resolution.
Monitor stock levels to prevent stockouts or overstock situations, flagging potential inventory issues to the planning and procurement teams.
Review and audit freight invoices for accuracy, identifying and resolving any billing discrepancies with carriers in a timely manner.
Collaborate closely with the warehouse team to ensure proper storage protocols, picking accuracy, and packing of orders according to customer specifications.
Manage the reverse logistics process, including processing returns, inspecting returned items, and coordinating their restock or disposition.

Secondary Functions

Support the Logistics Manager in negotiating rates and service level agreements with transportation providers by gathering performance data.
Assist in the preparation of regular logistics performance reports, analyzing data on transit times, costs, and service quality.
Participate in continuous improvement projects aimed at optimizing logistics processes, reducing operational costs, and enhancing supply chain efficiency.
Ensure all logistics activities are conducted in strict compliance with health, safety, and environmental standards, as well as trade and customs regulations.
Track key performance indicators (KPIs) for the department, such as on-time delivery rates, freight cost per unit, and inventory accuracy.
Provide general administrative support to the logistics department, including filing, managing correspondence, and organizing documentation.
Resolve ad-hoc problems or complaints from customers or suppliers related to transportation, delivery delays, or documentation errors.
Assist the procurement team by creating purchase orders for logistics supplies and tracking their delivery.

Required Skills & Competencies

Hard Skills (Technical)

MS Office Proficiency: Advanced skills in Microsoft Excel (VLOOKUP, pivot tables, formulas) for tracking, reporting, and analysis, along with proficiency in Word and Outlook.
ERP/TMS/WMS Experience: Hands-on experience with Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle, NetSuite) and/or specialized Transportation/Warehouse Management Systems.
Logistics Documentation: Strong knowledge of shipping and receiving documentation, including Bills of Lading (BOL), Air Waybills (AWB), packing lists, and commercial invoices.
Data Entry Skills: High degree of accuracy and speed in data entry to maintain the integrity of logistics information systems.
Supply Chain Principles: A solid understanding of fundamental supply chain concepts, including inventory management, transportation modes, and incoterms.
Freight Auditing: Ability to review and audit freight invoices against contracted rates and services to identify discrepancies.

Soft Skills

Attention to Detail: An exceptional eye for detail is critical to ensure accuracy in documentation, data entry, and order processing.
Organizational & Time Management: Superior ability to prioritize tasks, manage multiple shipments simultaneously, and meet deadlines in a fast-paced environment.
Communication Skills: Clear and professional written and verbal communication skills for effective correspondence with carriers, suppliers, and internal teams.
Problem-Solving: A proactive and resourceful approach to identifying and resolving logistical challenges, shipment delays, or documentation issues.
Team Collaboration: Ability to work effectively and cooperatively as part of a team, supporting colleagues to achieve departmental goals.
Adaptability: Flexibility to adapt to changing priorities, unexpected issues, and evolving logistics processes.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent GED.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Supply Chain Management
Logistics
Business Administration

Experience Requirements

Typical Experience Range: 1-3 years of relevant experience in a logistics, supply chain, warehouse administration, or shipping/receiving role.

Preferred: Direct experience in a similar role within a manufacturing, e-commerce, third-party logistics (3PL), or distribution center environment is highly advantageous.