Traffic Coordinator

Job Description

Purpose: This position is responsible for directing traffic operations--using EPI preferred carriers whenever possiblefor shipment of international parts and equipment, both inbound and outbound. Responsibilities include arranging with land, ocean, and air carriers to ship machines globally per required delivery dates and customer specifications, and preparing export documentation for international parts and machine shipments with regard to the terms set up for each shipment. The key customers are the end users of Novolex.

Activities related to this position include (1) processing daily Canada parts export documents and shipments, (2) setting up carriers for machine shipments and parts shipments that go by truck, (3) processing daily international parts export documents and shipments in the International Documentation Specialist's absence, (4) auditing all inbound and outbound freight bills, and (5) reviewing and preparing all letter of credit shipments.

This position also provides invoicing backup for domestic parts sales in the Returned Good Coordinator's absence.

Key Accountabilities:

1. What - Process daily Canada parts shipments, and international shipments as backup.

How - Make sure orders are shipped per customer specifications with proper documentation. Ship all emergency orders same day or as specified. Provide free trade agreement certificates for all eligible export shipments. Invoice orders daily, making sure all parts shipped are invoiced in the same month.

2. What - Set up carriers for machine and parts shipments.

How - Maintain list of EPI preferred carriers and use them whenever possible. Know which carriers are accountable for insuring on-time delivery to EPI customers. Develop and maintain positive, professional relationships with carriers. Stay abreast of current rates and discounts. Know freight classes. Determine container size requirements for machine shipments. Work closely and effectively with the Administrative Sales Manager to ensure success.

3. What - Audit freight bills on inbound and outbound shipments from EPE and other locations.

How - Maintain daily UPS and FedEx shipment reports files. Maintain bills of lading file. Reconcile shipment reports and BOLs with freight bills monthly. Work with carriers to clear up any billing discrepancies.

4. What - Serve as a resource for shipping information to peers and to employees outside the department.

How - Be an expert in getting shipments right and on time. Know the internal and external processes for getting machines and parts shipped the right way. Know SAP. Work effectively with coworkers, offering and accepting help as needed to meet customer requirements and ensure efficient operation of the department Have positive interactions with internal customers and other employees.

5. What - Review and prepare letter of credit shipments.

How - Review letter of credit with Administrative Sales Manager for amendments that are needed. Work with forwarder to get air or ocean quotes and set up shipment. Prepare documentation to meet the letter of credit requirements. Work with bank to receive payment before letter of credit expires

Key Challenges:

The external environment, including technology, competition, markets: Rates and freight classes change sometimes without notice. Country documentation requirements change often. Maintain up-to-date carrier list for both LTL and TL and know what carriers will be able to do the best job for our customer. Make sure EPI is set up and credit-approved with TL carriers. Make sure we have proper information from customers/vendor regarding number of pallets, units, and sizes when shipping equipment from a remote location. Deal with terminal managers to get freight bills properly rated and corrections made. Work with bank to receive letter of credit payments before expiry.

The internal environment, including interaction with others, (both inside and outside the company) policies/practices: Maintain good working relationship with International Documentation Specialist. Work closely with Sales Coordinators to satisfy country requirements and timely delivery. Interact positively and professionally with several internal departments (purchasing, accounting, credit) regarding routing of inbound freight, getting the proper account number on freight bills, tracing shipments, and providing commercial invoices to our customers so their accounts can be brought up to date. Work with Administrative Sales Manager to review letter of credits for amendments.

The work itself, i.e., problems, opportunities, change: Everyone is being challenged to use new tools to provide higher levels of service. Receiving late notice of shipmentsespecially those that must go on a Fridayprovides little time to find a suitable carrier. Need to have ongoing computer training.

Scope:

The traffic coordinator is the front line of Novolex machine shipments that results in around $30 million in sales annually. This position also directly impacts the achievement of on-time shipment goals.

Knowledge and Experience:

Good communication skills are required as many of the tasks involve interfaces with a variety of customers, employees, and suppliers domestically, worldwide, and within the company. Excellent customer service attitudes, professional phone etiquette, correspondence, and people skills are keys to success. The ability and willingness to work closely with Sales Coordinators, the International Documentation Specialist, and other coworkers is key to efficient operation of the department. The ability to learn about the machines and understand machine terminology is needed. Nearly all of the tasks require proficient use of a computer. Keyboard skills along with word processing and Excel are requirements.