Logistics Coordinator (Dispatch)

About Allstates WorldCargo

Established in 1961, Allstates WorldCargo is a leading freight forwarding company recognized among Inbound Logistics' Top 100 3PL Providers. Based in Orlando, FL with over 50 offices across North America and a global network, we offer dependable, scalable logistics solutions spanning air, ocean, ground, and final mile delivery. Our culture emphasizes innovation, trust, collaboration, accountability, and creativity, fostering long-term growth and employee retention with an average tenure close to 20 years.

Role Overview

We are looking for a detail-driven and customer-oriented Logistics Coordinator to join our ITAD/Reverse Logistics team. This position involves managing designated customer accounts, coordinating reverse logistics shipments efficiently, and ensuring precise billing processes. The successful candidate will coordinate with customers, vendors, internal teams, and service providers to guarantee smooth shipment execution and outstanding customer satisfaction.

Primary Duties

• Establish and nurture strong customer relationships, acting as the primary contact for logistics issues.
• Comprehend customer requirements to provide tailored logistics support.
• Communicate shipment updates clearly, promptly addressing delays or disruptions.
• Resolve customer inquiries and complaints professionally and swiftly.
• Investigate service problems, initiate corrective measures, and inform customers of resolutions.
• Explore opportunities to enhance customer engagement with additional services.
• Anticipate customer needs proactively, offering effective solutions.
• Process at least eight orders or quotes daily, acknowledging requests within one hour and delivering quotes by the next business day.
• Develop accurate pricing in line with markup and billing policies.
• Source qualified vendors through approved platforms such as load boards and WorldTrak.
• Coordinate shipment details with vendors, including handling, equipment, scheduling, labeling, contacts, and packing materials.
• Provide vendors with clear written instructions and account-specific requirements.
• Monitor shipments from pickup to delivery, addressing any disruptions proactively.
• Ensure vendor pickups achieve a minimum 98% success rate within service windows.
• Stay informed about market conditions and pricing trends to maintain competitive quotes.
• Train vendors on company scanning technologies and systems.
• Collaborate with internal departments for effective shipment management.
• Make operational and financial decisions prudently while being accountable for assigned accounts.
• Generate accurate customer invoices based on shipment data, rates, and contracts.
• Review documentation to validate billing accuracy, including freight and additional charges.
• Verify vendor and customer tariffs, freight rates, discounts, and accessorial fees.
• Compare vendor quotes and shipment details to identify billing discrepancies.
• Resolve billing errors with vendors promptly.
• Complete billing for shipments within four business days post-delivery.
• Verify usage of equipment and packing materials for correct customer billing.
• Work cross-functionally to gather necessary billing information.
• Maintain clear communication with customers regarding billing issues and disputes.
• Suggest improvements to billing processes to boost accuracy and efficiency.
• Participate in initiatives aimed at process and system enhancements.
• Achieve or surpass performance metrics related to customer satisfaction, revenue, profitability, billing accuracy, and timeliness.
• Ensure precise and timely data entry into company systems.
• Support a collaborative team environment and contribute to ongoing improvement efforts.
• Perform additional duties as required.

Qualifications

• Associate degree in Business, Logistics, Supply Chain Management, or equivalent education and relevant experience.
• At least one year of experience in transportation, dispatching, account management, billing, freight forwarding, or related fields.
• Proficient knowledge of freight forwarding operations, transportation modes, and industry standards.
• Understanding of billing procedures encompassing freight rates, tariffs, and accessorial charges.
• Familiarity with transportation management systems and logistics software.

Skills

• Exceptional customer service, communication, and negotiation capabilities.
• Strong organizational and multitasking skills with keen attention to detail.
• Analytical mindset with solid mathematical, problem-solving, and decision-making abilities.
• Ability to independently manage tasks efficiently in a fast-paced, deadline-driven setting.
• Proficiency in Microsoft Office applications, especially Excel.
• Results-driven with a focus on accountability and ongoing improvement.
• Team player with a cooperative approach to departmental objectives.
• Capacity to sit, type, and communicate via phone for extended durations.

Benefits

• This is a remote role.
• Health benefits including medical, vision, and dental insurance.
• Basic life insurance and accidental death & dismemberment coverage.
• Company-covered long-term and short-term disability insurance.
• Paid vacation, holidays, and sick leave.
• 401(k) retirement plan with employer matching.
• Flexible Spending Accounts for health and dependent care.
• Optional benefits including commuter, pet, renters insurance, and pharmacy discount programs.
• Allstates WorldCargo fosters equal employment opportunities.