Job Description
Position Overview We are a growing heavy haul transportation and third-party logistics (3PL) company seeking a driven, detail-oriented Entry Level Operations Coordinator to join our fast-paced freight operations team. This is a ground-floor opportunity to build a career in the specialized world of heavy haul, oversize, and over-dimensional freight — one of the most complex and rewarding segments of the transportation industry. You will work directly alongside experienced operations specialists and dispatchers to coordinate freight movements, manage customer shipment updates, assist in load planning, and help ensure every load is delivered safely, on time, and within permit requirements. If you are organized, tech-savvy, a strong communicator, and thrive in a structured but fast-moving environment — we want to hear from you. Day-to-Day Responsibilities Monitor and track active loads throughout the full lifecycle — from pickup through delivery — using our TMS (Transportation Management System) and carrier portals. Provide proactive, timely shipment status updates to customers and internal stakeholders via phone, email, and customer portals. Enter, maintain, and update load data in our TMS and Excel-based scheduling and planning tools to ensure 100% accuracy across all active shipments. Coordinate with carriers, drivers, and owner-operators to confirm pickup and delivery appointments, obtain PODs (Proof of Delivery), and resolve scheduling conflicts. Assist operations managers with scheduling heavy haul, oversize, and over-dimensional loads, including route planning and permit coordination support. Maintain daily and weekly load boards, dispatch schedules, and Excel tracking sheets to support the operations team's planning workflow. Handle inbound carrier and driver check-in calls, document load status, and escalate any service failures or delays immediately to the lead dispatcher or operations manager. Support the permit and routing department by compiling load dimensions, weight data, and state crossing requirements as directed. Prepare customer-facing reports, shipment summaries, and service confirmations with professional written communication. Assist with carrier onboarding, document collection (insurance certs, MC authority, W-9s), and compliance file maintenance. Work collaboratively with the team to assist in load coverage, rate confirmations, and carrier follow-up. Participate in morning operations calls and daily team huddles to stay aligned on active loads, priorities, and escalations. Key Skills We're Looking For Computer Proficiency: Comfortable with Microsoft Office Suite — especially Excel (data entry, spreadsheets, scheduling boards). Experience with Google Workspace a plus. Written Communication: Able to write clear, professional customer-facing emails and load update messages with correct grammar and tone. Attention to Detail: Load data, dimensions, weights, and dates must be entered accurately every time. Errors in this industry have real consequences. Multitasking: Ability to manage multiple open loads, ongoing calls, and email threads simultaneously during peak hours. Phone Communication: Comfortable making and receiving calls with carriers, drivers, and customers in a professional, confident manner. Time Management: Ability to prioritize urgent tasks and meet deadlines in a dispatch environment where timing is critical. Minimum Qualifications High school diploma or GED required; associate's or bachelor's degree in business, logistics, or related field preferred but not required. Proficiency in Microsoft Excel and Word — able to create, edit, and maintain spreadsheets and documents. Strong written and verbal communication skills in English. Ability to type efficiently and navigate multiple computer screens and programs simultaneously. Reliable, punctual, and professional — this role requires consistent presence during business hours. Must be authorized to work in the United States. Preferred (not required): Prior experience in transportation, freight brokerage, dispatch, customer service, or logistics. Familiarity with any TMS software (McLeod, Ascend TMS, DAT, Truckstop) is a bonus. Why Join Us Work in a specialized, high-growth segment of transportation — heavy haul and oversize freight is not a commodity business. Your work matters. Clear growth path into senior operations, dispatch, account management, or brokerage roles. Team-oriented culture with experienced mentor