Delivery & Freight Operations Coordinator

Position Description

The Delivery & Freight Operations Coordinator (Inbound Specialist) oversees the destination phase of ground freight shipments, managing the lifecycle from origin departure through delivery confirmation, financial reconciliation, and final invoicing release. Operating across multiple Transportation Management Systems (TMS), this role maintains in-transit visibility, coordinates receiving warehouse pre-alerts, audits signed Proof of Delivery (POD) documents, and updates system milestones. The position is responsible for reconciling revenue and costs upon receipt of carrier charge notes, ensuring data parity across systems, and locking completed files for timely billing.

Functions

File Pickup & In-Transit Management

• Monitor assignment queues for departed shipments and take immediate ownership as the primary operational point of contact.
• Track shipments using real-time visibility platforms, validate delivery ETAs, and reconcile them against scheduled receiving appointments.
• Issue delivery pre-alerts to destination warehouses, confirming appointment details, reference numbers, and equipment information.
• Monitor tracking statuses, report lapsed visibility sessions, and support security auditing for high-value freight.
• Update in-transit milestones and reason codes across dual TMS platforms to maintain aligned operational dashboards.

Delivery, Proof of Delivery & Documentation

• Confirm carrier arrival at destination facilities and coordinate unloading adherence with receiving sites.
• Obtain, audit, and verify signed POD documents against original Bill of Lading (BOL) details, references, asset codes, and piece counts.
• Upload verified PODs into TMS repositories, update delivery status markers, and log driver details.
• Investigate and resolve document discrepancies prior to billing handoff, immediately escalating instances of short, damaged, or refused deliveries.

Financial Reconciliation & File Closeout

• Reconcile revenue and carrier cost entries across operational platforms once final carrier charge notes are issued.
• Verify cost and revenue parity between system records, ensuring all accessorials and detention fees are captured.
• Pre-alert completed, billable files to the finance/billing team and lock shipment jobs to prevent post-handoff modifications.
• Support billing teams on post-handoff queries by providing underlying documentation, including signed BOLs, PODs, and fee breakdowns.
• Strive to close out financial files on the same operating day carrier charges become available to minimize invoice turnaround time.

Qualifications and Requirements

• High school diploma or equivalent required; Associate or Bachelor’s degree in Logistics, Supply Chain, or a related field preferred.
• 1–3 years of experience in transportation operations, delivery coordination, dispatching, or freight management.
• Hands-on experience with Transportation Management Systems (TMS); familiarity with platforms like e2open TMF or Descartes Aljex is a strong plus.
• Working knowledge of U.S. domestic ground freight operations (FTL, LTL, Intermodal) and standard shipment lifecycles.
• Proven accuracy in auditing shipping documentation and resolving discrepancies before invoicing.
• Sound understanding of financial reconciliation, cost/revenue entry, and freight billing workflows.
• Strong written and verbal communication skills for cross-functional collaboration and carrier coordination.