Transportation Administrative Coordinator (Tracking & Scheduling)
Location: Pittsburgh, PA
Department: Operations / Brokerage Support
Reports To: Operations Manager
Position Summary
The Transportation Administrative Coordinator supports daily brokerage operations by managing tracking & tracing, appointment scheduling, and shipment visibility. This role ensures accurate, timely communication between carriers, customers, and internal teams while maintaining high service levels across all freight movements.
This is a high-volume, execution-focused role ideal for someone with strong attention to detail and communication skills.
Key Responsibilities
Tracking & Tracing
- Monitor active shipments to ensure on-time pickup and delivery
- Proactively track loads via:
- Carrier check calls
- GPS / ELD tracking tools
- TMS visibility platforms
- Update internal systems and customers with real-time status changes
- Escalate service failures (delays, missed pickups, breakdowns)
Appointment Scheduling
- Schedule pickup and delivery appointments with: Shippers, receivers, and warehouses
- Confirm appointment details with carriers and ensure compliance
- Manage rescheduling and resolve appointment conflicts
Carrier Communication
- Serve as day-to-day contact for drivers and dispatchers
- Provide directions, appointment details, and load requirements
- Ensure adherence to pickup/delivery windows
Administrative Support
- Maintain accurate load data in TMS systems
- Enter and update milestones (PU, in-transit, delivery, POD)
- Assist with documentation (BOLs, PODs, rate confirmations)
Customer Support
- Provide shipment updates and respond to customer inquiries
- Maintain high service levels on time-sensitive freight
- Support operations team with overflow and issue resolution
Required Qualifications
- 1–3 years of experience in: Freight brokerage, 3PL, dispatch, or logistics coordination
- Strong communication skills (phone + email heavy role)
- Ability to manage high volume (50–100+ loads/day visibility)
- Detail-oriented with strong organizational skills
- Experience with TMS or load tracking systems preferred
Preferred Qualifications
- Experience in a freight brokerage environment
- Familiarity with appointment-based freight (retail, grocery, warehouse)
- Exposure to EDI/API tracking tools or visibility platforms
Key Competencies
- Urgency and responsiveness
- Attention to detail (critical for tracking accuracy)
- Multitasking in a fast-paced environment
- Customer service mindset