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Key Responsibilities and Required Skills for Logistics Assistant

💰 $45,000 - $65,000

LogisticsSupply ChainOperationsAdministration

🎯 Role Definition

The Logistics Assistant is a key operational support role responsible for the day-to-day coordination and administration of transportation, warehousing, and inventory management activities. This individual acts as a central point of contact for carriers, suppliers, and internal departments, ensuring seamless information flow and the efficient execution of the entire order-to-delivery lifecycle. The ideal candidate will thrive in a fast-paced environment, meticulously managing data and documentation to support the overarching goals of the supply chain and logistics department, ultimately impacting customer satisfaction and operational efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate
  • Customer Service Representative (with logistics focus)
  • Administrative Assistant
  • Recent Graduate (Supply Chain or Business)

Advancement To:

  • Logistics Coordinator
  • Supply Chain Analyst
  • Logistics Specialist / Senior Logistics Assistant
  • Logistics Manager

Lateral Moves:

  • Procurement Assistant
  • Operations Coordinator
  • Inventory Control Specialist

Core Responsibilities

Primary Functions

  • Coordinate and monitor domestic and international shipments from origin to final destination, ensuring on-time delivery and adherence to service level agreements.
  • Prepare, verify, and distribute all necessary shipping and receiving documentation, including bills of lading (BOL), packing lists, commercial invoices, and customs declarations.
  • Act as the primary liaison for communication with freight forwarders, carriers, brokers, and warehouse partners to schedule pickups, track transit status, and resolve in-transit issues.
  • Maintain and update logistics data with meticulous accuracy within Transportation Management Systems (TMS), Warehouse Management Systems (WMS), and Enterprise Resource Planning (ERP) software.
  • Proactively track and trace shipments, providing timely and accurate status updates to internal stakeholders such as customer service, sales, and procurement teams.
  • Assist in the management of inventory levels by performing regular cycle counts, reconciling discrepancies, and reporting on stock status to prevent stockouts or overstock situations.
  • Audit and process freight invoices, verifying rates against contracts, resolving billing discrepancies with carriers, and preparing for payment approval.
  • Support the procurement of transportation services by obtaining freight quotes from various carriers and analyzing them for cost-effectiveness and service level.
  • Compile and generate regular logistics performance reports, focusing on key metrics like on-time performance, freight spend, and carrier reliability.
  • Address and troubleshoot logistical problems, such as shipping delays, customs holds, damaged goods, or routing errors, by investigating the root cause and implementing corrective actions.
  • Ensure all logistics activities are compliant with company policies, international trade regulations, and transportation laws (e.g., DOT, IATA, IMO).
  • Collaborate with the warehouse team to ensure orders are picked, packed, and staged correctly and on schedule for outbound shipment.
  • Manage and file freight claims for lost or damaged goods, following up with carriers and insurance providers through to resolution and settlement.
  • Maintain an organized digital and physical database of logistics-related information, including carrier contracts, rate sheets, and compliance documentation for easy retrieval and reference.
  • Assist the Logistics Manager in developing and implementing standard operating procedures (SOPs) to improve the efficiency and consistency of logistics operations.
  • Coordinate the reverse logistics process for customer returns or defective products, ensuring proper documentation, tracking, and disposition of goods.
  • Monitor and report on the consumption of shipping supplies, assisting in the reordering process to ensure operational continuity.
  • Provide comprehensive administrative support to the logistics department, including data entry, filing, scheduling meetings, and handling routine correspondence.
  • Participate in cross-functional projects aimed at supply chain optimization, cost reduction initiatives, or service level improvements.
  • Continuously monitor carrier performance and provide qualitative and quantitative feedback to the Logistics Manager to support carrier relationship management and future negotiations.
  • Assist in routing outbound shipments by selecting the most appropriate and cost-effective transportation mode and carrier based on shipment size, urgency, and destination.
  • Handle customs clearance-related inquiries and provide necessary documentation and information to customs brokers to prevent delays at international borders.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis for the logistics team.
  • Contribute to the organization's goals for sustainability by identifying eco-friendly shipping options.
  • Collaborate with business units to translate new product or market needs into logistical requirements.
  • Participate in sprint planning and agile ceremonies if the team operates within an agile framework.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency in Microsoft Office Suite, with advanced skills in Excel (e.g., VLOOKUPs, pivot tables, formulas) for tracking and analysis.
  • Hands-on experience with logistics software such as Transportation Management Systems (TMS), Warehouse Management Systems (WMS), or Enterprise Resource Planning (ERP) systems (e.g., SAP, Oracle, NetSuite).
  • Strong data entry skills with a demonstrated high degree of accuracy and speed.
  • Foundational knowledge of domestic and international shipping regulations, customs procedures, and required documentation (e.g., Bill of Lading, Commercial Invoice, AES filings).
  • A clear understanding of supply chain principles and familiarity with INCOTERMS.
  • Ability to accurately audit freight invoices and understand transportation rate structures.

Soft Skills

  • Exceptional organizational and time-management skills, with a proven ability to prioritize multiple competing tasks in a fast-paced environment.
  • Meticulous attention to detail and a strong commitment to accuracy in documentation, data entry, and communication.
  • Strong verbal and written communication skills for clear and professional correspondence with internal teams, external carriers, and global suppliers.
  • Proactive problem-solving abilities to identify potential issues, investigate root causes, and implement effective solutions efficiently.
  • A collaborative, team-player mindset with strong interpersonal skills to build and maintain positive working relationships.
  • Adaptability and resilience to handle unexpected changes, shipment delays, and high-pressure situations with a calm and positive attitude.

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
  • Operations Management

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in a logistics, supply chain, or transportation coordination role.

Preferred:

  • Experience in a high-volume shipping environment such as manufacturing, distribution, retail, or e-commerce.
  • Direct experience working with freight forwarders and common carriers (LTL, FTL, parcel).
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