Outbound Freight & Brokerage Coordinator chez Bell Lumber & Pole Co.

ESSENTIAL JOB DUTIES:

• Create physical or online Bill of Ladings (BOL) for all shipments, ensuring compliance with customs and international trade regulations.
• Accurately declare goods, classification codes, and fulfill any additional customs requirements.
• Prepare all necessary paperwork for drivers, including special instructions, maps, phone numbers, and customs-related documentation for international shipments.
• Contact customers before shipments leave the yard to gather customs-related information and documentation, ensuring import/export regulation compliance.
• Ensure the accuracy of shipping information, obtain driver signatures, and update the system with load ticket information.
• Forward BOL copies to customers, especially for international shipments, meeting their importation needs.
• Collaborate with managers to schedule outbound loads, aligning with customs clearance processes.
• Provide instructions to drivers and yard personnel regarding customs-specific requirements for international shipments.
• Act as the main point of contact for trucking calls, handling customs-related inquiries and providing guidance to drivers and dispatchers on customs clearance procedures.
• Collaborate with managers to optimize customs compliance and truck capacity for back orders, ensuring efficient utilization for international shipments.
• Update customer websites with shipping information, including customs-related details, tracking numbers, and expected delivery dates.
• Ensure products are in stock for customer pickup, review customs documentation submitted by drivers, and ensure compliance with SOPs for international shipments.
• Receive and process paperwork from drivers on shipments, following SOPs, and reviewing customs documentation for compliance.
• Collaborate with receiving yard employees to ensure accurate documentation for inbound rail shipments.
• Conduct carrier onboarding, including evaluating carrier qualifications, negotiating contract terms, and ensuring compliance with company standards.
• Provide accurate rail and trucking freight quotes by analyzing shipment requirements, calculating costs, and communicating quotes to relevant teams.
• Review, validate, and approve/dispute carrier and rail invoices, maintaining records of the billing process.
• Manage data and maintain a comprehensive database of approved carriers, rates, and performance metrics.
• Collaborate with various departments and external stakeholders to resolve issues, negotiate terms, and provide shipping cost information.
• Stay informed about industry regulations and compliance standards, ensuring carriers adhere to safety and legal requirements.
• Verify that yard receiving reports match the incoming BOL and forward this information to the Inventory department, ensuring customs-specific information is accurately reported.
• Canada & Mexico Shipments (where applicable):
  1. Manage all export paperwork and border crossing documents, working with vendors and freight forwarders.
  2. Maintain knowledge of evolving customs regulations and export requirements for international shipments to Canada and Mexico.
  3. Oversee the customs clearance process for shipments to Canada and Mexico, resolving any customs-related issues to ensure smooth border crossing.
  4. Provide customs-related support during phone backup, assisting with customs inquiries, documentation, and compliance.
• Attend daily shipping meetings and share customs clearance updates and insights to keep the team informed about international shipping compliance.
• Perform any other responsibilities assigned by management. 

JOB QUALIFICATIONS:  

Education: Minimum Requirement High School Diploma or equivalent. Community college or technical diploma an asset. 

Experience: Minimum Requirement is 5 years proven logistics/dispatch experience. Minimum Requirement is 3 years proven in Export processes. Knowledge of lumber shipping and/or forestry product shipping. 

SKILLS BASED REQUIREMENTS:  

• High attention to detail.
• Proficient in Microsoft Office Suite
• Prioritize and plan work activities, using time efficiently and can develop realistic action plans with detailed follow through. Ability to stay on task without direct supervision.
• Demonstrates interpersonal oral communication skills by speaking clearly and persuasively in positive or negative situations. Written communication skills are clearly written with the audience identified and the message defined in an understandable format.
• The ability to communicate routine technical needs and requirements to non-technical staff in understandable terms
• Must have the ability to use people skills to build rapport and relationships using diplomacy and tact. Can diffuse even high-tension situations to drive to a comfortable result. 
• Can negotiate skillfully by settling differences and can win concessions without damaging relationships. Can be direct and forceful as well as diplomatic.

WORK ENVIRONMENT/PHYSICAL DEMANDS:

To perform the duties of this job, the employee is required to use the computer for extended periods of time in a sitting or standing position. Ability to work under time constraints and ability to work in a fast-paced work environment. When visiting a plant, the employee will need to be able to be on their feet for an extended period. Bending, stooping, reaching, twisting, lifting, pushing, pulling, and moving products, minimum of 25 lbs. Exposure to varying types of climates. Outside environment can be dusty & noisy. Equipment & treated lumber may emit fumes. Moderate travel required.

Bell Lumber & Pole Co. is an equal opportunity employer, and we fully comply with all such applicable employment laws and regulations. If needed, accommodation may be possible.

In addition to competitive pay, we offer a comprehensive benefits package including:

• Health, dental, and vision insurance (with HRA and FSA)
• 401(k) with company match
• Short and long-term disability insurance
• Life insurance
• Paid holidays and generous paid time off
• Professional development opportunities
• Employee assistance and employee/community hardship programs