HES Logistics Coordinator

Heritage Exposition Services • Phoenix, AZ

23h • Onsite

About The Position

Job Overview & Purpose The Logistics Specialist is responsible for quoting, booking, tracking, and resolving transportation needs for both regional and national events. This includes managing third-party carriers, ensuring timely pickup and delivery, supporting on-site logistics coordination, and collaborating closely with Account Teams, Inside Operations, and National Logistics to ensure seamless execution across all stages of an event’s transportation cycle. The position plays a critical role in maintaining cost efficiency, service consistency, and real-time communication throughout the transportation lifecycle. Reports to: HES Logistics Manager

Requirements

• 1+ year experience in transportation logistics or customer-facing freight operations.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and web-based freight platforms.
• Strong written and verbal communication skills.
• Experience managing deadlines in a high-pressure, service-oriented environment.
• Strong organizational skills and attention to detail.

Nice To Haves

• Experience with LTL/FTL rating and booking tools.
• Trade show, event, or production logistics experience.
• Familiarity with Boomer Software or CRM systems.
• College degree in Logistics, Business, or related field (or equivalent work experience).

Responsibilities

• Solicit and quote domestic shipping services including air, LTL/FTL, van line, flatbed, and caravan.
• Coordinate inbound and outbound shipments to meet show schedules, ensuring alignment with production and operations.
• Provide routing through Heritage’s preferred carrier network and confirm load details with vendors.
• Prepare and distribute shipping documentation including Bills of Lading, shipper instructions, and required labels.
• Track and trace shipments from pickup through delivery, maintaining accurate records and timely communication.
• Maintain daily communication with account teams to align shipping status, schedule changes, and updates.
• Ensure margin targets and budgeted logistics cost goals are met or exceeded.
• Manage on-site logistics for assigned events as required, serving as a primary contact for transportation resolution.
• Confirm customer shipping instructions prior to booking and update carrier partners accordingly.
• Work with on-site Heritage personnel to obtain outbound show bills of lading and ensure proper documentation for all shipments.
• Check warehouse manifests to verify inbound and outbound HES Logistics shipments.
• Process final invoicing and submit documentation for A/R review and follow-up.
• Reconcile overages, shortages, and damages (OS&D); coordinate claims processes as needed.
• Assist in updating carrier performance records and recommend improvements to routing or partnerships.
• Accurately enter shipment and tracking data into internal systems (e.g., Google Sheets, Boomer).
• Support outbound logistics on-site at events approximately 2–5 days per month as scheduled.
• Maintain familiarity with current DOT requirements and escalation procedures.
• Support cross-branch logistics needs and inter-branch transfers, communicating regularly with national logistics leadership.
• Contribute to process improvements by suggesting updates to logistics-related SOPs.
• Treat all internal and external partners with courtesy and professionalism, aligned with Heritage’s H-Hour service commitment.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401(k)) with employer match when applicable
• Employee Stock Ownership Plan (ESOP) – eligible employees participate in the company’s long-term growth and success
• Paid Time Off (Vacation, Sick & Paid Holidays)
• Training & Professional Development
• Career growth opportunities within a nationwide, employee-owned organization

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level