Logistics Coordinator – Dispatch

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Reporting to Reports to: Head Dispatch & Logistics Manager and Assistant Dispatch Manger 

 

As Logistics Coordinator – Dispatcher, you will be responsible for building and dispatching outbound loads for Westmoreland Sales, while working under the direction of the Logistics Manager and Assistant Manager.  This position works side by side with all other outbound Dispatchers as well as Inbound/Reload Coordinators to ensure all loads are covered daily.

 

Dispatch Tasks:

• Build loads in Famous to ensure capacity maximization and optimal routing while ensuring accurate information is entered into each order (“shipments” tab) for Customs purposes

• Communicate and ensure highway drivers have a thorough understanding with each load and verify with the Compliance Officer that all drivers are keeping their logs legal and that they can run the loads dispatched to them

• Work with the Logistics Coordinator – Reloads, for both the Canada and USA fleet to pick up any reload / backhaul (airports, re-loads, cardboards, etc.) or rejections that need to be returned

• Work with the Shipping department to ensure that the loads built will fit on the trailers and are also leaving in a timely manner 

• Communicate with the Sales team when loads are light and make suggestions to increase truck load efficiency

• Work with Manager to ensure accurate skid counts are conveyed to both LTL carriers and Shipping when carriers have limited space 

• Send Load Confirmations to all carriers for loads by the end of each day, emphasizing special instructions (Taylor Pick Up’s, rates)

• Enter daily freight rates, rejection rates or any other rate negotiated

• Be able to assist any emergency situations – truck breakdowns, late trucks and notifying the appropriate customers & salesperson by phone or email

• Updating Famous with ETAs for inbound loads as they occur throughout the evening

 

Appointment Scheduling:

• Make appointments for Canada and USA orders – book online, VIA email, telephone, while supporting Logistics Manager and other dispatchers with all appointment scheduling as well

• Ensure appt. times and confirmations are recorded in corresponding Famous order

• Creating and maintaining Appointment Database with up-to-date information for Transportation reference

• Update supply tracking data sheet items that you use or given upon driver requests  

 

Customs Tasks:

• Completing all Customs documents and ACE manifests for all cross-border loads

• Update system to ensure driver and vehicle information is accurate for border crossing

• Ensure Customs documents are completed and that required programs are accurate and operational.  Provide insight when required to communicate with other departments

• Creating COS and ACI eManifests for drivers picking up transfers

• Creating and sending COS to carriers delivering loads direct from all points in USA

• Submit uploads to Willson Int’l and correspond with Willson when issues arise

• Print proformas and send to carriers, along with any other information required for the load

• Correspond with Commodity team for correct Country of Origin on product being shipped 

• Complete ACE manifest for company drivers & owner/operators

• Staying on top of changes to customs regulations and communicating concerns of any import and exporting regulations and of product movement to departments 

• Ensure that rejected or refused product is returned under the correct procedures following regulations for both USDA & CFIA 

• Monitor shipments to ensure customs compliance and expedited releases

• Provide proactive customer service and handle all internal and external customer customs inquiries. Gather all required documents to ensure shipments are cleared with no delays or issues

• Audit B3 and commercial documents to ensure accuracy and compliance.

• Update CUSMA and FTA tariff database and ensure updated documents are received by the customers

• Complete proformas, ensuring tariffs are updated & current

• Update system to ensure driver & vehicle information is accurate for border crossing

• Maintain all necessary documents for importing & exporting, ensuring they are up to date and create a database when new commodities are purchased

• Creating COS’s and ACI eManifests for drivers picking up transfers that evening or the following day

• Updating Famous with ETA’s for inbound loads as they occur throughout the evening

• Working with Shipping and commodity team throughout the evening to ensure orders are complete and on track…. Communicate with rest of Trans. Team as needed

• Answering calls between the hours of 2pm-10pm on issues concerning inbound trucks, customs issues, maintenance 

• Creating an Update List for dispatchers to complete next day 

• Provide support and backup for all positions within the Transportation Department

 

Qualifications

• Excellent interpersonal and communications skills;

• Knowledge of Customs and cross border documentation an asset

• Knowledge of dispatch would be an asset, but is not required;

• Working knowledge of MS Word, Excel & Microsoft Outlook

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