LOGISTICS COORDINATOR

Description

JOB SUMMARY

The Logistics Coordinator coordinates inbound freight, branch-to-branch transfers, outbound shipments, customer deliveries, vendor pickups, and related transportation activities involving Milford inventory, equipment, materials, and assets. This position manages the movement of goods between suppliers, Milford locations, customers, carriers, and other authorized destinations while maintaining accurate documentation, timely communication, cost control, and service reliability.

The Logistics Coordinator independently arranges freight, selects approved carriers, negotiates rates, issues authorized purchase orders, approves freight invoices within delegated authority, coordinates freight claims, creates and processes inventory transfers, receives transferred inventory, monitors shipments, and reports logistics performance. This position exercises independent judgment within management guidelines and established company controls.

ESSENTIAL FUNCTIONS

Logistics Operations and Transportation Coordination

• Coordinate inbound freight, branch-to-branch transfers, outbound shipments, customer deliveries, vendor pickups, and other authorized movement of inventory, equipment, and assets.
• Independently arrange transportation using approved carriers, vendors, internal resources, and authorized logistics providers.
• Select carriers and transportation methods based on service requirements, safety, availability, delivery commitments, pricing, equipment needs, routes, and company guidelines.
• Negotiate freight rates, accessorial charges, and service terms within delegated authority and approved company parameters.
• Create freight-related purchase orders and maintain supporting documentation.
• Review, approve, and process freight invoices within delegated authority after verifying rates, shipment information, supporting documents, additional charges, and service completion.
• Monitor shipment status, estimated arrivals, delays, missed pickups, service failures, and delivery commitments.
• Communicate delays, shortages, damage, rejected shipments, routing changes, and other service issues to affected customers, branches, departments, and managers.
• Maintain current carrier directories, rate information, contact lists, service-area information, and applicable agreement requirements.
• Coordinate emergency, expedited, oversized, specialized, and high-priority transportation needs when authorized.

Transportation Compliance and Documentation

• Ensure shipping, receiving, transfer, carrier, and delivery documentation is complete, accurate, timely, and retained according to company requirements.
• Obtain and verify bills of lading, signed delivery receipts, proof of delivery, truck tallies, packing lists, transfer documents, freight confirmations, invoices, and other required records.
• Confirm transportation providers meet applicable company, customer, insurance, safety, contractual, and documentation requirements before use.
• Monitor compliance with approved-carrier requirements, master service agreements, routing guidance, and assigned transportation controls.
• Report suspected regulatory, safety, insurance, carrier-qualification, contractual, or documentation concerns to management before shipment proceeds when appropriate.
• Maintain records supporting audits, invoice processing, claims, performance reporting, and customer inquiries.
• Protect confidential carrier pricing, customer information, shipment data, vendor terms, and other sensitive business information.
• Support carrier-performance evaluations, audits, incident reviews, and process improvements.

Logistics and Inventory Coordination

• Create purchase orders and inventory transfer orders in Microsoft Dynamics 365 Business Central or another approved company ERP system.
• Enter and process branch-to-branch transfers accurately and promptly.
• Receive transferred inventory and verify quantities, locations, item numbers, supporting documents, and transaction status.
• Coordinate inventory movement between branches, suppliers, customers, vendors, and approved storage locations.
• Confirm shipments and transfers have approved transactions and complete documentation before release.
• Research transfer discrepancies, missing receipts, quantity differences, damaged freight, and delivery exceptions.
• Report inventory discrepancies requiring adjustment to the appropriate manager or authorized inventory employee.
• Do not independently perform inventory adjustments, write-offs, cost changes, quantity corrections, asset-status changes, or cycle-count coordination unless specifically authorized.
• Partner with Purchasing, Warehouse, Sales, Equipment & Parts, Rental, Technical Services, and branch personnel to coordinate material availability and movement.

Freight Claims and Issue Resolution

• File and coordinate freight claims with carriers, brokers, vendors, and other responsible parties.
• Manage claims involving damage, shortages, loss, concealed damage, service failures, and billing disputes.
• Gather and preserve photographs, bills of lading, delivery receipts, packing lists, invoices, carrier correspondence, inspection records, cost information, and supporting evidence.
• Monitor claim deadlines, carrier responses, requested information, credits, settlements, denials, and unresolved issues.
• Communicate claim status to affected departments and management.
• Escalate significant, disputed, aged, denied, or high-value claims according to management guidelines.
• Maintain complete claim files and accurate recovery, credit, write-off, and final-disposition records.

Reporting, Analytics, and Cost Control

• Maintain and report logistics performance indicators, including on-time delivery, carrier performance, freight spending, freight cost trends, claim activity, and delivery exceptions.
• Analyze freight costs, carrier performance, route patterns, shipment volume, additional charges, delays, and service failures.
• Identify and recommend improvements to transportation costs, service reliability, shipment consolidation, routing, carrier utilization, and process efficiency.
• Prepare regular and special reports using the company ERP system, spreadsheets, and approved reporting tools.
• Maintain records supporting freight accruals, invoice approval, budgeting, forecasting, and management review.
• Communicate significant cost increases, recurring service failures, capacity limitations, carrier risks, and other concerns to management.

Driver and Resource Coordination

• Coordinate driver utilization, delivery schedules, route priorities, pickups, transfers, and transportation resources when assigned.
• Schedule or provide work direction to Parts & Delivery Drivers only when formally assigned.
• Communicate route, customer, material, timing, documentation, load, equipment, and safety requirements to assigned drivers and operational personnel.
• Monitor delivery progress and address delays, route changes, customer issues, vehicle concerns, and documentation needs.
• Report employee performance, attendance, conduct, safety, and policy concerns to the appropriate manager and Human Resources.
• Do not independently hire, terminate, establish compensation, issue formal discipline, or approve policy exceptions unless specifically authorized.

Customer Service, Systems, and General Responsibilities

• Respond promptly and professionally to customers, branches, vendors, carriers, and internal departments regarding shipment status, delivery timing, documentation, claims, rates, and logistics issues.
• Provide timely notice of delays, exceptions, damage, shortages, missed commitments, and changes affecting service.
• Coordinate solutions within delegated authority and escalate complaints, disputed charges, significant service failures, and unauthorized commitments.
• Use Microsoft Dynamics 365 Business Central or other approved ERP systems for logistics, transfers, receiving, purchasing, and reporting.
• Use approved productivity applications, including spreadsheets, documents, email, communication, reporting, and collaboration tools.
• Maintain accurate electronic and physical records in accordance with retention, confidentiality, cybersecurity, and documentation requirements.
• Protect passwords, devices, company data, customer information, pricing, carrier information, and proprietary records.
• Maintain regular, reliable, and punctual attendance and participate in required logistics, compliance, system, safety, customer-service, and professional-development training.
• Participate in an on-call rotation only when assigned based on department, location, organizational structure, or business need.
• Perform other duties as assigned by the Sourcing and Procurement Manager or designated supervisor.

WORK ENVIRONMENT AND SCHEDULE

Work is performed primarily in an office environment with frequent telephone calls, electronic communications, interruptions, deadlines, and coordination across multiple locations. Occasional work may occur in warehouses, loading areas, storage yards, branches, carrier facilities, vendor locations, customer locations, and company vehicles.

The position may involve exposure to noise, dust, dirt, fumes, fuel, exhaust, moving vehicles, forklifts, trailers, weather, and uneven surfaces. Required personal protective equipment must be worn in designated operational areas.

Occasional travel, including travel between branches and limited overnight travel, may be required. The historical travel expectation is approximately 5%, subject to assignment and business needs.

The regular schedule is generally Monday through Friday during normal operating hours. Extended hours, early mornings, evenings, weekends, schedule changes, and urgent logistics coverage may be required. On-call participation depends on assigned responsibilities and business needs.

This is a non-exempt position. All compensable hours worked, including required calls, electronic communications, after-hours coordination, travel, training, and other work, must be accurately recorded. Unauthorized or off-the-clock work is prohibited. Overtime must be authorized according to company policy and will be compensated in accordance with applicable wage-and-hour requirements.

Requirements

JOB QUALIFICATIONS

• Working knowledge of logistics, transportation, freight coordination, shipping, receiving, inventory transfers, and supply-chain processes.
• Ability to independently arrange freight, select approved carriers, negotiate rates, issue purchase orders, and approve freight invoices within delegated authority.
• Ability to create transfer orders, process transfers, create purchase orders, receive transferred and purchased inventory, post approved purchase invoices, and maintain accurate system records.
• Ability to file, coordinate, document, and monitor freight claims through resolution.
• Strong organizational, analytical, problem-solving, prioritization, and follow-through skills.
• Ability to work independently approximately 75% of the time while following management guidelines and escalating exceptions appropriately.
• Ability to analyze freight costs, carrier performance, logistics performance indicators, shipment data, and operational trends.
• Ability to create and review bills of lading, proof-of-delivery records, purchase orders, freight invoices, transfer documents, claims, and other logistics documentation.
• Excellent internal and external customer-service skills.
• Strong verbal and written communication skills.
• Ability to work in a fast-paced environment with changing priorities, urgent requests, and frequent interruptions.
• Ability to negotiate professionally with carriers, brokers, and vendors.
• Ability to recognize transportation-compliance, safety, documentation, insurance, contractual, and carrier-qualification concerns.
• Working knowledge of oilfield, industrial, construction, piping, equipment, or related goods preferred.
• Proficiency with Microsoft Dynamics 365 Business Central or other approved ERP systems and applicable productivity applications.
• Advanced proficiency with spreadsheets, data analysis, and data visualization preferred.
• Ability to read, write, speak, and understand English sufficiently to perform essential functions and complete required documentation.
• Bilingual English/Spanish communication skills preferred based on customer and branch needs.
• Ability to maintain confidentiality and exercise sound judgment with pricing, customer, carrier, vendor, shipment, financial, and employee information.

EDUCATION, EXPERIENCE AND CERTIFICATIONS

• High school diploma, GED, or equivalent required.
• Associate or bachelor's degree in logistics, supply chain, business, transportation, or a related field preferred.
• At least one year of logistics coordination, transportation, dispatch, freight, shipping, receiving, supply-chain, or related experience required; additional relevant experience preferred.
• Experience negotiating freight rates, selecting carriers, issuing purchase orders, approving invoices, or managing freight claims preferred.
• Complete required ERP system, productivity tool, logistics, transportation-compliance, claims, purchasing, invoice, customer-service, safety, driving, and policy training within designated timeframes.
• Obtain and maintain customer-specific, site-access, transportation, safety, or other credentials when assigned.
• Successful completion and maintenance of required training, system access, delegated authority, driving qualifications, and position-specific requirements are conditions of continued employment.

DRUG AND ALCOHOL TESTING

This position is subject to non-DOT drug and alcohol testing in accordance with applicable Milford and Winsupply policies, customer requirements, contractual obligations, and applicable law. Testing may include pre-employment, random when authorized by policy, reasonable suspicion, post-accident, return-to-work, follow-up, and other testing permitted by law and company policy.

If temporarily assigned to customer locations, projects, or duties subject to additional customer, master service agreement, DOT/PHMSA, or other regulatory requirements, the employee must complete and maintain all required testing, qualifications, training, and authorizations before performing the assignment.

DRIVING REQUIREMENTS

A valid driver's license, acceptable motor vehicle record (MVR), and continued insurability under Milford requirements are required when driving is assigned. Driving may include travel between Milford locations, approved carriers or vendors, customer locations, and other authorized business destinations.

The employee must comply with applicable vehicle-use, inspection, accident-reporting, GPS, camera, fuel, and safe-driving requirements. Trailer towing, commercial motor vehicle operation, and regulated transportation activities require separate authorization, training, and qualification.

BACKGROUND CHECK

This position is subject to a third-party, position-specific background check in accordance with applicable Milford and Winsupply policies and procedures.

PHYSICAL REQUIREMENTS

• Ability to sit and perform computer, telephone, reporting, data-entry, and coordination work for extended periods.
• Ability to stand and walk for extended periods during branch, warehouse, carrier, vendor, or customer visits.
• Ability to bend, stoop, crouch, kneel, reach, climb steps or ramps, and work in varying physical positions when operational duties require.
• Ability to walk on concrete, gravel, uneven, wet, muddy, slippery, or rough surfaces.
• Ability to frequently handle documents, keyboards, mobile devices, scanners, files, and office equipment.
• Ability to lift, carry, push, or pull up to 50 pounds when required and safe to do so. Heavier or awkward items must be moved using team assistance or approved material-handling equipment.
• Ability to enter and exit company vehicles and wear required personal protective equipment (PPE).
• Ability to maintain the visual attention, hearing, communication, and situational awareness necessary to work safely around vehicles, equipment, loading operations, and traffic.

WORK ENVIRONMENT AND AVAILABILITY

The position is primarily office-based but may require work in warehouses, loading areas, storage yards, branch locations, carrier facilities, vendor locations, customer locations, and company vehicles. The employee must remain alert to vehicle movement, loading operations, suspended loads, traffic hazards, weather conditions, and other transportation-related risks.

The regular schedule is generally Monday through Friday during normal operating hours. Extended hours, early mornings, evenings, weekends, schedule changes, and urgent logistics needs may be required. On-call participation may be required depending on assigned department, branch, organizational structure, or business need. Employees assigned to an on-call rotation must remain reachable, fit for duty, and able to respond within established expectations.

DISCLAIMER

This job description describes the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of every duty, responsibility, qualification, performance expectation, or working condition associated with the role.

Milford reserves the right to modify, assign, remove, or reassign duties, responsibilities, delegated authority, reporting relationships, work locations, schedules, on-call requirements, supervisory responsibilities, transportation assignments, and other position requirements based on business needs.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Nothing in this job description creates a contract of employment, guarantees delegated authority or supervisory responsibilities, or alters the at-will employment relationship between Milford and the employee. Employment is contingent upon successful completion and maintenance of required background screening, drug testing, motor vehicle record review, training, system access, delegated purchasing and invoice authority, customer requirements, and other position-specific requirements.

Milford is an Equal Opportunity Employer.