Hybrid Transportation Support Coordinator na Norton Lilly International

Description of Position: 

Under the supervision of your manager, the Transportation Support Coordinator provides essential administrative and operational support to the transportation team by managing all aspects of job intake and processing. This role is responsible for receiving transportation requests, reviewing and validating job details, entering accurate information into internal systems, and ensuring smooth coordination with operational teams. The position is a vital part in ensuring all transportation activities begin with accurate and complete data, supporting overall service quality and efficiency for customers. 

Summary of Objectives: 

• Receive and review incoming transportation job requests via email, phone, portals, or internal systems.
• Validate job details, including pickup and delivery information, timing, service type, and client requirements.
• Accurately and timely input and update job data in OG, designate crew rank and provide pertinent information as required
• Collaborate with internal teams to resolve missing, unclear, or inconsistent job details prior to processing.
• Monitor job queues and workflows to ensure timely handling of all transportation requests.
• Communicate with clients, partners, or vendors as needed to confirm service information or clarify requests.
• Support documentation and compliance efforts by ensuring all required forms and records are properly attached and stored.
• Ensure all freight/spares shipments are accompanied by the correct paperwork. 
• Submit PODs to customers and follow up with vessels/launches to secure missing PODs.
• Maintain accurate and complete operational records, ensuring compliance with company standards. 
• Maintain courteous and professional communication with internal and external customers. 
• Ensure verbal and written communications are delivered accurately, timely, and completely.
• Escalate any job-related issues or inconsistencies to the appropriate personnel for resolution.
• Prepare and submit reports for management as needed, ensuring all data is accurate and up to date.
• Contribute to the continuous improvement of job intake processes and documentation standards.

Misc. 

• The position may require dispatch coverage, including dispatching drivers based on real-time factors such as arrival times, departures, locations, and customer needs to optimize cost and response speed. 
• Coordinate crew changes, spare deliveries, and package deliveries, ensuring all tasks are scheduled efficiently and in accordance with operational needs. 
• Arrange hotel bookings and travel logistics as necessary for transportation crew members. 
• Ensure proper location of spares, schedule deliveries in alignment with ship schedules, and update inventory.
•  Abide by company HSEQ policies and procedures.  
• This job description is not exhaustive; additional duties may be assigned as needed.  
• This role may evolve in response to changes in industry practices and technological advancements.

Requirements: 

Education/Experience 

• A combination of relevant education (e.g., degree, certifications) and hands-on experience is preferred. 
• High School diploma or GED required; bachelor’s degree in business, transportation, logistics, or a related field is desirable. 
• A minimum of three (3) years of administrative support work is required.
• Relevant experience in dispatch or logistics is desirable.

Competencies

• Proficient in using computer software and applications, with a strong ability to quickly adapt to new technologies and tools.
• Strong written and verbal communication skills, with the ability to interact effectively across all levels of the organization.
• Experience with high-volume data entry is strongly recommended.
• Ability to manage multiple tasks and thrive in a fast-paced, dynamic environment with tight deadlines.
• Comfortable collaborating with in-office and remote teams at all levels to gather necessary information.
• Highly organized, detail-oriented, and efficient in managing tasks.
• Excellent organizational and time management skills, with the ability to plan and prioritize, meet deadlines, and achieve strategic goals.
• Demonstrated ability to perform and deliver results under pressure.
• Ability to collaborate across multiple departmental functions.
• Self-directed, yet team focused and results oriented.

Working Conditions: 

• This position is based in a professional office environment and requires prolonged periods of sitting and working at a computer.
• Work is typically performed in a climate-controlled setting with standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• Occasional lifting of office supplies or documents weighing up to 25 pounds may be required.
• Minimal exposure to physical risk; however, employees must follow all company safety protocols, including proper ergonomic practices and general workplace safety procedures.
• May be required to attend safety briefings or training relevant to the maritime industry to support understanding of company operations.
• Must adhere to all workplace policies and contribute to a safe, organized, and professional office environment.

EEO Statement 

Norton Lilly International is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender identity or expression, age, national origin or ancestry, citizenship, disability, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.