Logistics Coordinator

Milford A Winsupply Company•Hobbs, NM

10d•Onsite

About The Position

The Logistics Coordinator manages transportation and logistics activities involving inventory, equipment, materials, and assets moving among suppliers, Milford locations, customers, carriers, and other authorized destinations. The role coordinates inbound and outbound freight, branch transfers, deliveries, pickups, and other shipments while maintaining accurate records, timely communications, cost control, and reliable service. Within delegated authority and established company controls, the coordinator arranges freight, selects approved carriers, negotiates rates, issues purchase orders, approves freight invoices, coordinates claims, processes and receives inventory transfers, monitors shipments, and reports logistics performance. The position works independently within management guidelines and escalates exceptions appropriately. The role is primarily office-based and involves frequent communication and coordination across multiple locations. Occasional work in warehouses, loading areas, yards, branches, carrier or vendor facilities, customer locations, and company vehicles may be required. Occasional travel, historically approximately 5%, including travel between branches and limited overnight travel, may be required. The regular schedule is generally Monday through Friday during normal operating hours, with possible extended hours, early mornings, evenings, weekends, schedule changes, urgent coverage, and assigned on-call rotation. This is a non-exempt position; all compensable hours must be recorded, and overtime requires authorization and is compensated under applicable requirements. Employment is contingent on applicable background screening, drug and alcohol testing, and, when driving is assigned, driver’s license, motor vehicle record, and insurability requirements. Required training, system access, delegated authority, and assigned credentials must be completed and maintained. The position is subject to customer or regulatory requirements when applicable. Reasonable accommodations may be made for qualified individuals with disabilities. Milford is an Equal Opportunity Employer.

Requirements

High school diploma, GED, or equivalent required.
At least one year of logistics coordination, transportation, dispatch, freight, shipping, receiving, supply-chain, or related experience required.
Working knowledge of logistics, transportation, freight coordination, shipping, receiving, inventory transfers, and supply-chain processes.
Ability to independently arrange freight, select approved carriers, negotiate rates, issue purchase orders, and approve freight invoices within delegated authority.
Ability to create transfer and purchase orders, process transfers, receive transferred and purchased inventory, post approved purchase invoices, and maintain accurate system records.
Ability to file, coordinate, document, and monitor freight claims through resolution.
Strong organizational, analytical, problem-solving, prioritization, and follow-through skills.
Ability to work independently approximately 75% of the time while following management guidelines and appropriately escalating exceptions.
Ability to analyze freight costs, carrier performance, logistics performance indicators, shipment data, and operational trends.
Ability to create and review bills of lading, proof-of-delivery records, purchase orders, freight invoices, transfer documents, claims, and other logistics documentation.
Excellent internal and external customer-service skills and strong verbal and written communication skills.
Ability to work in a fast-paced environment with changing priorities, urgent requests, and frequent interruptions.
Ability to negotiate professionally with carriers, brokers, and vendors.
Ability to recognize transportation-compliance, safety, documentation, insurance, contractual, and carrier-qualification concerns.
Proficiency with Microsoft Dynamics 365 Business Central or other approved ERP systems and applicable productivity applications.
Ability to read, write, speak, and understand English sufficiently to perform essential functions and complete required documentation.
Ability to maintain confidentiality and exercise sound judgment with pricing, customer, carrier, vendor, shipment, financial, and employee information.
Complete required ERP, productivity tool, logistics, transportation-compliance, claims, purchasing, invoice, customer-service, safety, driving, and policy training within designated timeframes.
Obtain and maintain customer-specific, site-access, transportation, safety, or other credentials when assigned.
Maintain required training, system access, delegated authority, driving qualifications, and position-specific requirements as conditions of continued employment.
When driving is assigned, maintain a valid driver’s license, acceptable motor vehicle record, and continued insurability under Milford requirements; comply with vehicle-use, inspection, accident-reporting, GPS, camera, fuel, and safe-driving requirements.
Complete and maintain any separate authorization, training, and qualification required for trailer towing, commercial motor vehicle operation, or regulated transportation activities.
Meet applicable background-check and drug-and-alcohol testing requirements.
Ability to sit and perform computer, telephone, reporting, data-entry, and coordination work for extended periods; stand and walk for extended periods during operational visits.
Ability to bend, stoop, crouch, kneel, reach, climb steps or ramps, and work in varying physical positions when operational duties require.
Ability to walk on concrete, gravel, uneven, wet, muddy, slippery, or rough surfaces; frequently handle documents, keyboards, mobile devices, scanners, files, and office equipment.
Ability to lift, carry, push, or pull up to 50 pounds when required and safe to do so; heavier or awkward items must be moved with team assistance or approved material-handling equipment.
Ability to enter and exit company vehicles, wear required PPE, and maintain visual attention, hearing, communication, and situational awareness needed to work safely around vehicles, equipment, loading operations, and traffic.

Nice To Haves

Associate or bachelor’s degree in logistics, supply chain, business, transportation, or a related field.
Additional relevant experience beyond the required minimum.
Experience negotiating freight rates, selecting carriers, issuing purchase orders, approving invoices, or managing freight claims.
Working knowledge of oilfield, industrial, construction, piping, equipment, or related goods.
Advanced proficiency with spreadsheets, data analysis, and data visualization.
Bilingual English/Spanish communication skills, depending on customer and branch needs.

Responsibilities

Coordinate inbound freight, branch-to-branch transfers, outbound shipments, customer deliveries, vendor pickups, and other authorized transportation of inventory, equipment, and assets.
Arrange transportation using approved carriers, vendors, internal resources, and logistics providers; select suitable carriers and transportation methods based on service, safety, availability, delivery, pricing, equipment, routes, and company guidelines.
Negotiate freight rates, accessorial charges, and service terms within delegated authority and approved parameters.
Create freight-related purchase orders; review, approve, and process freight invoices within delegated authority after verifying shipment and billing information.
Monitor shipment status, arrivals, delays, missed pickups, service failures, and delivery commitments; communicate exceptions and changes to affected parties.
Maintain carrier directories, rate information, contact lists, service-area information, and applicable agreement requirements.
Coordinate authorized emergency, expedited, oversized, specialized, and high-priority transportation needs.
Ensure shipping, receiving, transfer, carrier, and delivery documentation is complete, accurate, timely, and retained as required.
Obtain and verify bills of lading, signed delivery receipts, proof of delivery, truck tallies, packing lists, transfer documents, freight confirmations, invoices, and other required records.
Confirm transportation providers meet applicable company, customer, insurance, safety, contractual, and documentation requirements; monitor compliance with carrier and routing controls and report concerns.
Maintain records for audits, invoice processing, claims, performance reporting, and customer inquiries; protect sensitive business information.
Create purchase orders and inventory transfer orders in Microsoft Dynamics 365 Business Central or another approved ERP system; accurately process branch transfers and receive transferred inventory.
Verify received transfer quantities, locations, item numbers, supporting documents, and transaction status; research discrepancies, missing receipts, damaged freight, and delivery exceptions.
Coordinate inventory movement among branches, suppliers, customers, vendors, and approved storage locations, partnering with relevant departments and branch personnel.
Report inventory discrepancies requiring adjustment to the appropriate manager or authorized inventory employee; do not perform restricted inventory adjustments unless specifically authorized.
File and coordinate freight claims involving damage, shortages, loss, concealed damage, service failures, and billing disputes; gather supporting evidence and monitor deadlines, responses, credits, settlements, denials, and resolution.
Communicate claim status, escalate significant or unresolved claims, and maintain complete claim and recovery records.
Maintain and report logistics performance indicators, including on-time delivery, carrier performance, freight spending, cost trends, claims, and delivery exceptions.
Analyze freight costs, carrier performance, route patterns, shipment volume, additional charges, delays, and service failures; recommend cost, service, routing, consolidation, carrier-utilization, and process improvements.
Prepare regular and special reports using the ERP system, spreadsheets, and approved reporting tools; maintain records supporting freight accruals, invoice approval, budgets, forecasts, and management review.
Coordinate driver utilization, delivery schedules, route priorities, pickups, transfers, and transportation resources when assigned; direct Parts & Delivery Drivers only when formally assigned.
Communicate route, customer, material, timing, documentation, load, equipment, and safety requirements to assigned drivers and operational personnel; monitor delivery progress and address issues.
Report employee performance, attendance, conduct, safety, and policy concerns to the appropriate manager and Human Resources; do not exercise unauthorized hiring, termination, compensation, discipline, or policy-exception authority.
Respond professionally to customers, branches, vendors, carriers, and internal departments about shipment status, delivery timing, documentation, claims, rates, and logistics issues; coordinate solutions within delegated authority and escalate significant issues.
Use approved ERP, productivity, reporting, communication, and collaboration tools; maintain accurate electronic and physical records and protect company data and systems.
Maintain reliable attendance and participate in required training. Participate in an on-call rotation only when assigned.
Perform other duties as assigned by the Sourcing and Procurement Manager or designated supervisor.