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Key Responsibilities and Required Skills for Logistics Administrator

💰 $45,000 - $65,000

LogisticsSupply ChainAdministrationOperations

🎯 Role Definition

The Logistics Administrator is the organizational backbone of the supply chain, a detail-oriented professional who ensures the smooth and efficient movement of goods from origin to destination. This role is a critical link between suppliers, transportation carriers, warehouse teams, and customers. You'll be responsible for handling the complex administrative tasks, documentation, and communication required to keep products flowing seamlessly. Success in this position hinges on meticulous record-keeping, proactive problem-solving, and the ability to coordinate multiple moving parts in a fast-paced environment, directly impacting customer satisfaction and the company's bottom line.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Assistant or Clerk
  • Warehouse Associate or Coordinator
  • Customer Service Representative (with a focus on shipping/orders)

Advancement To:

  • Logistics Coordinator or Specialist
  • Supply Chain Analyst
  • Logistics Team Lead or Supervisor

Lateral Moves:

  • Inventory Controller or Analyst
  • Procurement Assistant or Buyer

Core Responsibilities

Primary Functions

  • Coordinate and meticulously monitor the entire lifecycle of domestic and international shipments, from order creation to final delivery, ensuring on-time performance.
  • Prepare, verify, and process a high volume of essential shipping and receiving documentation, including bills of lading (BOL), packing lists, commercial invoices, and customs declarations.
  • Serve as the primary operational point of contact for carriers, freight forwarders, and customs brokers to schedule pick-ups, track transit status, and swiftly resolve in-transit issues.
  • Maintain and diligently update the Transportation Management System (TMS) and/or Enterprise Resource Planning (ERP) system with real-time, accurate data on shipment status, costs, and inventory movements.
  • Proactively track and trace all shipments, identifying potential delays or exceptions and communicating status updates to all relevant stakeholders, including customers and internal teams.
  • Audit and process freight invoices for payment, carefully verifying them against negotiated rates and service agreements to identify, dispute, and resolve any billing discrepancies.
  • Generate and distribute routine performance reports on key logistics metrics, such as on-time delivery rates, carrier performance, and freight cost analysis, to support decision-making.
  • Liaise effectively with sales, customer service, and warehouse departments to align logistics activities with customer orders, shipping deadlines, and business priorities.
  • Ensure unwavering compliance with all applicable domestic and international shipping regulations, including customs requirements, trade compliance laws, and hazardous materials (HazMat) transportation rules.
  • Respond to and resolve customer inquiries and escalations related to shipping schedules, delivery times, and order status with a high degree of professionalism and urgency.
  • Manage the claims process for any goods lost or damaged during transit, from filing the initial claim with the carrier to following through to resolution and reimbursement.
  • Coordinate all aspects of reverse logistics, including managing customer returns, arranging return shipments, and ensuring proper documentation and system updates are completed.
  • Maintain highly organized and accessible digital and physical records of all logistics transactions, carrier contracts, and compliance documentation for easy retrieval and auditing purposes.
  • Support the Logistics Manager in negotiating rates and service level agreements with transportation providers by providing data and performance insights.
  • Assist in the management of inventory accuracy by coordinating with the warehouse team on stock levels and supporting cycle counting programs.

Secondary Functions

  • Support ad-hoc data requests and perform exploratory data analysis to answer specific business questions related to freight costs or delivery performance.
  • Assist in sourcing and evaluating new potential carriers and logistics service providers to continuously improve the company's transportation network.
  • Monitor and report on carrier performance against established key performance indicators (KPIs) to help drive continuous improvement initiatives.
  • Prepare and provide accurate shipping quotes for the sales or customer service teams based on shipment specifications, destination, and required service levels.
  • Participate in the implementation and testing of new logistics software or process improvements, providing valuable user feedback and support.

Required Skills & Competencies

Hard Skills (Technical)

  • ERP/TMS Proficiency: Hands-on experience with Enterprise Resource Planning (ERP) systems (like SAP, Oracle, NetSuite) and/or Transportation Management Systems (TMS).
  • MS Office Expertise: Advanced skills in Microsoft Office, especially Excel, for tasks like creating reports, using pivot tables, VLOOKUPs, and managing large data sets.
  • Logistics Documentation: Strong knowledge of preparing and processing key shipping documents such as Bills of Lading (BOL), Air Waybills (AWB), and commercial invoices.
  • Regulatory Knowledge: A solid understanding of domestic and international shipping regulations, including Incoterms, customs procedures, and trade compliance fundamentals.
  • Data Entry Accuracy: A proven track record of fast and precise data entry with an exceptional level of attention to detail.
  • Freight Quoting: Ability to calculate and provide accurate freight quotes based on various factors like weight, dimensions, and distance.

Soft Skills

  • Exceptional Organization: World-class organizational and time-management skills, with a demonstrated ability to prioritize multiple competing, time-sensitive tasks effectively.
  • Proactive Problem-Solving: A natural ability to anticipate, identify, and resolve logistical challenges, shipment exceptions, and service failures before they escalate.
  • Clear Communication: Excellent written and verbal communication skills are essential for providing clear, concise updates to carriers, customers, and internal departments.
  • Collaborative Mindset: A true team player with strong interpersonal skills who thrives on collaborating with others to achieve shared goals.
  • Adaptability: The capacity to remain calm and effective in a fast-paced, high-pressure environment where priorities can shift rapidly.

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: 2-4 years of experience in a relevant administrative or coordination role.

Preferred: Direct experience in a logistics, transportation, or supply chain function within a manufacturing, distribution, or third-party logistics (3PL) environment is highly desirable.

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