Position Summary The Operations Coordinator is responsible for coordinating and supporting the day-to-day movement of international and domestic shipment, as well as logistics operations.

The position serves as a key coordination point between customers, overseas agents, carriers, trucking companies, customs providers, warehouses, and internal teams to ensure shipments are handled accurately, efficiently, and within agreed timelines.

The Operations Coordinator is expected to maintain accurate shipment records, proactively monitor shipment status, identify potential delays or issues, and communicate timely updates to all relevant parties.

Key Responsibilities

1. Ocean Freight Operations – Import

- Coordinate inbound ocean shipments with overseas agents, carriers, trucking companies, customs brokers, and other service providers.
- Monitor vessel schedules, arrival dates, customs status, cargo availability, pickup, and delivery arrangements.
- Arrange and coordinate trucking for inbound shipments as required.
- Follow up on shipment milestones and proactively identify potential delays or operational issues.
- Communicate shipment status, delays, changes, and required actions to customers and relevant internal stakeholders.
- Maintain accurate shipment records, including sailing schedules, delivery schedules, trucking information, customs documentation, and correspondence.
- Ensure all required operational documents are received and properly maintained.

2. Ocean Freight Operations – Export

- Coordinate outbound ocean shipments with customers, agents, carriers, trucking companies, and service providers.
- Arrange pickup and delivery requirements and confirm trucking schedules.
- Coordinate vessel bookings and ensure appropriate vessel space is available.
- Verify that required shipping and operational documentation is complete and accurate.
- Monitor shipment progress and ensure activities are completed according to agreed timelines.
- Maintain updated sailing schedules, shipment records, shipping documents, and communications.
- Escalate operational issues or delays to the appropriate manager promptly.

3. Domestic & USA Trucking

- Receive and coordinate domestic and USA cross-border trucking requests.




- Obtain and confirm trucking arrangements with approved trucking providers.
- Coordinate pickup and delivery appointments with customers, warehouses, terminals, and carriers.
- Verify trucking instructions, addresses, schedules, equipment requirements, and delivery requirements.
- Ensure required trucking documents and permits are available where applicable.
- Track trucking movements and follow up on delays, missed appointments, or other service issues.
- Maintain accurate records of trucking activities, costs, schedules, and communications.

4. Logistics Operations · Coordinate on cargo in / out arrangement with customers, warehouse and parties concerned

· Monitor and update cargo movements and inventory in company’s WMS or vendor’s WMS in high accuracy; manage and resolve exceptions

· Arrange last mile deliveries with warehouse / trucker / courier

· Ensure that documentations and records are well maintained

4. Shipment Documentation & System Management

- Enter and maintain accurate shipment information in the company's operating system.
- Ensure job files contain all relevant shipment documents and correspondence.
- Maintain accurate records of booking information, sailing schedules, trucking details, customs documents, delivery information, and charges.
- Review documentation for completeness and accuracy before forwarding to customers, agents, carriers, or other parties.
- Follow established SOPs and internal procedures for shipment handling and documentation.

5. Cost Verification & Billing Support

- Receive and review operational costs from agents and service providers.
- Verify trucking, customs, terminal, documentation, warehousing, last mile and other related charges against agreed rates.
- Identify discrepancies and follow up with agents or service providers to resolve them.
- Provide verified cost information to the Commercial Manager for sell-rate determination where required.




- Prepare billing information and supporting documentation for invoicing.
- Ensure all applicable charges are captured accurately and supported by documentation.
- Assist with timely completion of customer and agent billing.

6. Customer & Stakeholder Communication

- Act as a primary operational contact for assigned shipments and customers.
- Provide timely and professional responses to operational inquiries.
- Maintain transparent communication with customers, agents, carriers, trucking companies, customs brokers, warehouses, and internal departments.
- Provide proactive shipment updates and advise stakeholders of changes or exceptions.
- Escalate service issues, delays, cost discrepancies, or customer concerns to management when required.
- Maintain professional and accurate written communication in all operational correspondence.

7. Exception Management

- Monitor shipments for potential operational risks, delays, missed connections, documentation issues, and delivery problems.
- Take appropriate corrective action within established authority.
- Escalate issues requiring management decisions or commercial approval.
- Document significant exceptions and actions taken.
- Follow up until issues are resolved and the shipment is completed satisfactorily.

Qualifications & Skills

- 2+ years of experience in freight forwarding, logistics, transportation, or related operations preferred.
- Working knowledge of ocean freight import/export operations/warehouse and distribution
- Knowledge of domestic and USA cross-border trucking is an asset.
- Strong organizational and time-management skills.
- Excellent attention to detail and documentation accuracy.
- Strong communication and customer service skills.
- Ability to coordinate multiple shipments and priorities simultaneously.
- Strong problem-solving and follow-up skills.
- Proficiency in Microsoft Office, particularly Outlook and Excel.
- Experience with freight forwarding or transportation management systems is preferred.
- Ability to work effectively with overseas agents and service providers across different time zones.

Pay: $75,000.00-$80,000.00 per year

Benefits

- Casual dress
- Dental care
- Life insurance
- Vision care

Work Location: In person

📌 Senior Operations Coordinator (Richmond)
🏢 Hecny Transportation (Canada
📍 Richmond