Transportation & Logistics Planner

Job Description

Job Description:\n\nDescription:\n \nPosition Title: Transportation & Logistics Planner \nReports To: VP, Milk Marketing Division \nFLSA Status: Exempt \nJob Grade: 8 \nPay Range: $85,000-$120,000 \n\nPosition Overview: \n\nThe Logistics & Transportation Manager is responsible for the efficient, safe, and cost-effective coordination and oversight of raw milk transportation from Cayuga Marketing farmer/owners to internal and external processing facilities and customers. This role manages daily milk logistics, transportation planning, scheduling, third-party hauler relationships, customer and farmer/owner service, transportation costs, fleet and terminal operations, compliance, and logistics data. \nThe position plays a critical role in maintaining the continuous movement of raw milk within a 24/7/365 supply chain. The Manager must balance milk supply, customer demand, plant requirements, transportation capacity, quality, service expectations, regulatory requirements, and profitability while responding quickly to changing conditions. \nThe successful candidate is a highly organized and analytical logistics professional who can operate effectively in a fast-paced environment, make sound decisions under pressure, communicate clearly with farmer/owners, customers, haulers, and internal stakeholders, and independently resolve operational challenges. The position requires regular interaction with third-party transportation providers and scheduled participation in an on-call rotation, including evenings, weekends, and holidays as needed.\n \nEssential Duties and Responsibilities \n\nLogistics Planning & Transportation Management \n\n Coordinate customer orders and delivery requirements using available transportation and logistics systems, considering geographic location, milk volume, delivery windows, equipment availability, and other operational factors. \n Works with 3rd party hauler to optimize routes, load assignments, truck utilization, and delivery schedules to maximize transportation efficiency and minimize unnecessary miles, costs, and empty capacity. \n Monitor transportation activities throughout the day and make real-time adjustments in response to changes in milk supply, customer requirements, weather, traffic, plant conditions, equipment availability, or other disruptions. \n Work closely with third-party haulers to coordinate pickups and deliveries and provide timely support for scheduling, routing, equipment, driver, and service issues. \n Resolve routine to moderately complex transportation and service problems, escalating significant issues to management when appropriate. \n Monitor on-time pickup and delivery performance and identify opportunities to improve service, efficiency, and transportation reliability. \n Support demand forecasting and transportation planning for peak production, seasonal requirements, special deliveries, and anticipated changes in customer demand. \n Assist with sourcing outside milk and coordinating transportation when required to meet customer or plant requirements. \n Maintain accurate information regarding customer delivery locations, frequencies, volumes, schedules, transportation requirements, and other data necessary to support efficient logistics planning. \n\nTransportation Cost & Performance Management \n\n Monitor transportation costs, identify variances from established standards, and investigate opportunities to improve cost efficiency. \n Assemble, analyze, and report data related to milk movement, transportation activity, hauling costs, service performance, and operational efficiency. \n Assist in preparation and monitoring of hauling profitability and transportation-related P&L information. \n Track and report transportation performance metrics and key performance indicators for management, haulers, customers, and other stakeholders. \n Review carrier invoices and transportation charges for accuracy, appropriate coding, and proper accounting classification. \n Reconcile assigned transportation transactions and receipts with customers, haulers, farmer/owners, and internal records. \n Assist with monthly hauler payment processes and ensure supporting documentation is complete and accurate. \n Identify cost-saving opportunities through route optimization, load consolidation, improved equipment utilization, carrier performance, and other operational improvements. \n Review the status of current-week transportation activities, transactions, service issues, and financial results with management. \n\nFleet, Terminal & Transportation Assets \n\n Oversee the operational administration of the Cayuga Marketing tractor and trailer fleet, including maintenance coordination, fleet records, compliance documentation, fuel purchases, and related payable tracking. \n Provide oversight of Lot 4, the truck terminal, fuel station, truck/trailer shop, wash operations, and related transportation support activities. \n Monitor costs associated with terminal and fleet operations and identify opportunities to improve utilization, efficiency, safety, and cost effectiveness. \n Maintain accurate records related to company-owned transportation equipment, maintenance, inspections, fuel, compliance, and operational activity. \n Coordinate with maintenance personnel, haulers, vendors, and internal operations to address equipment or facility issues that may affect milk transportation. \n Support appropriate utilization and availability of tractors, trailers, and other transportation assets. \n\nSystems, Data & Administration \n\n Maintain accurate and timely records of milk movements, receipts, deliveries, customer transactions, hauling activity, transportation costs, and related information within designated company systems. \n Utilize and support logistics and transportation systems, including Mobile Milk Manager and other company applications, to maintain accurate scheduling, dispatching, tracking, and reporting information. \n Monitor system data integrity and identify opportunities for process and system improvements. \n Participate in the development and implementation of improvements to Mobile Milk Manager and other logistics-related technology. \n Prepare scheduled and ad hoc reports for management, customers, haulers, and other stakeholders. \n Analyze transportation and milk movement data to identify trends, inefficiencies, service concerns, and opportunities for continuous improvement. \n Maintain confidentiality of sensitive company, customer, farmer/owner, employee, and financial information. \n\nCompliance, Safety & Quality \n\n Ensure transportation activities are conducted in accordance with applicable federal, state, and local requirements, including DOT, DMV, NYS Department of Agriculture and Markets, USDA, OSHA, and applicable food safety requirements. \n Support compliance with company policies and procedures, including applicable GMP, HACCP, food safety, biosecurity, and quality requirements. \n Maintain accurate transportation, fleet, driver, equipment, inspection, and operational documentation. \n Work with haulers and internal stakeholders to address safety, compliance, quality, and transportation performance concerns. \n Promote safe transportation practices and support continuous improvement in transportation safety and regulatory compliance. \n Ensure milk transportation activities support the quality and integrity requirements of Cayuga Marketing and Cayuga Milk Ingredients. \n\nFarmer/Owner, Customer & Hauler Relations \n\n Serve as a key point of contact for farmer/owners, customers, processing facilities, third-party haulers, and internal stakeholders regarding milk transportation, scheduling, delivery requirements, and service issues. \n Accountable to the governing body for transportation (Hauling Committee). \n Communicate schedule changes, delays, order adjustments, transportation disruptions, and other critical information promptly and professionally. \n Work collaboratively with farmer/owners and haulers to address pickup challenges, milk availability, scheduling conflicts, and service concerns. \n Partner with Cayuga Milk Ingredients plant personnel and other internal teams to coordinate milk deliveries and respond to changing operational requirements. \n Support customer service and on-time delivery performance by proactively communicating with all impacted parties and identifying practical solutions. \n Maintain professional relationships with transportation providers and monitor service performance to ensure expectations are consistently met. \n Represent Cayuga Marketing professionally with farmer/owners, customers, carriers, vendors, industry partners, and other stakeholders. \n\nLeadership & Continuous Improvement \n\n Collaborate, coordination, and support logistics Cayuga Milk staff & management, terminal staff, 3rd party hauler personnel, and other transportation personnel as assigned. \n Serve as a resource for transportation planning, dispatching, routing, problem resolution, and operational decision-making. \n Support employee development through coaching, training, feedback, and sharing of transportation and logistics knowledge. \n Collaborate with Cayuga Marketing and Cayuga Milk Ingredients leadership and operations teams to identify and implement process improvements. \n Participate in special projects, strategic initiatives, and continuous improvement efforts involving milk transportation, logistics, supply chain, technology, and operational efficiency. \n Provide coverage for assigned logistics or transportation responsibilities during employee absences or periods of increased operational demand. \n Provide administrative and operational support to the Senior Vice President – Operations and other members of the Cayuga Marketing leadership team as needed. \n\nOn-Call & Operational Support \n\n Participate in the assigned milk dispatch/on-call rotation to support the continuous movement of milk. \n Be available to respond to transportation, customer, hauler, plant, weather, equipment, or supply-related issues during evenings, weekends, and holidays as scheduled. \n Respond appropriately to urgent operational situations and coordinate timely solutions with affected parties. \n Maintain the flexibility necessary to support the 24/7/365 nature of Cayuga Marketing's milk supply and transportation operations. \n\nQualifications \nEducation & Experience \n\n Bachelor's degree in Supply Chain, Logistics, Business, Transportation, Distribution Management, or a related field preferred; equivalent combination of education and relevant experience will be considered. \n Five or more years of progressive experience in transportation, logistics, supply chain, distribution, or related operations preferred. \n Experience in dairy, food and beverage, agriculture, manufacturing, or another highly regulated industry strongly preferred. \n Experience with raw milk transportation, farm-to-plant logistics, bulk food transportation, or other time-sensitive transportation operations strongly preferred. \n Experience managing third-party transportation carriers and service providers. \n Experience with transportation management systems, routing software, GPS/fleet monitoring technology, or dispatch systems preferred. \n Experience with fleet, terminal, or transportation asset management preferred. \n Prior supervisory or leadership experience preferred. \n Class A CDL is preferred but not required. \n\nKnowledge, Skills & Abilities \n\n Strong knowledge of transportation, logistics, distribution, routing, dispatching, and supply chain principles and practices. \n Understanding of the economics of transportation, including routing, utilization, freight costs, carrier performance, and load efficiency. \n Knowledge of applicable DOT, DMV, OSHA, USDA, NYS Department of Agriculture and Markets, GMP, HACCP, and food safety requirements. \n Strong analytical and problem-solving skills with the ability to evaluate multiple variables and make timely decisions. \n Ability to manage competing priorities and remain calm and effective in a fast-paced, time-sensitive environment. \n Strong organizational skills and exceptional attention to detail. \n Ability to work independently and exercise sound judgment without constant supervision. \n Strong interpersonal skills and the ability to establish productive relationships with farmer/owners, customers, haulers, employees, vendors, and management. \n Ability to handle challenging or conflict situations with tact, professionalism, and sound judgment. \n Excellent written and verbal communication skills. \n Proficiency with Microsoft Office, particularly Excel, Word, and Outlook. \n Ability to learn and effectively utilize transportation management, dispatch, routing, fleet, and company-specific software systems. \n Ability to analyze operational and financial data and translate findings into practical recommendations. \n Ability to maintain confidentiality of sensitive business, customer, farmer/owner, and financial information. \n\nPhysical Requirements \n\n Ability to navigate all areas of Cayuga Marketing and related transportation facilities, including offices, truck terminals, maintenance areas, wash facilities, fuel stations, loading areas, and exterior grounds. \n Must wear required personal protective equipment (PPE) when entering designated operational areas. \n Ability to sit, stand, walk, bend, stoop, kneel, reach, twist, climb, balance, crouch, push, and pull as necessary to perform job responsibilities. \n Ability to work at varying heights and around trucks, trailers, loading equipment, and other transportation assets. \n Ability to lift and move items weighing up to 50 pounds independently and heavier objects with reasonable accommodation. \n Visual and auditory acuity sufficient to perform job duties accurately and safely. \n Ability to assess weights, judge distances, and safely navigate transportation and operational environments. \n\nWork Environment & Schedule \n\n This is primarily an in-office position with the potential for a hybrid work arrangement based on business needs and job responsibilities. \n Normal work schedule is generally Monday through Friday, approximately 7:30 a.m. to 4:00 p.m.; schedule may vary based on operational requirements. \n Must be available for scheduled evenings, weekends, holidays, and after-hours support as part of the milk dispatch/on-call rotation. \n The position operates within a 24/7/365 raw milk supply chain and requires flexibility to respond to operational needs outside normal business hours. \n Travel of approximately 15%–25% may be required, generally one to two times per quarter, including attendance at industry meetings, transportation-related activities, and other business functions. \n\nDisclaimer \nThe requirements and responsibilities described above are intended to describe the general nature and level of work performed by employees in this position. They are not intended to be an exhaustive list of all duties, responsibilities, knowledge, skills, or abilities required. Additional responsibilities