Truck Coordinator Trainee

Tampa, FL
Full Time
Entry Level
TRUCK TRANSPORTATION COORDINATOR – TRAINEE

POSITION SUMMARY:

The Truck Transportation Coordinator – Trainee supports the transportation team with daily truckload coordination, load tracking, carrier communication, and shipment documentation. This entry-level role learns internal transportation processes, basic DOT/transportation compliance requirements, and company systems (including the Transportation Management System (TMS)) while working under the guidance of an experienced Truck Transportation Coordinator.

Job Duties (Trainee):
 
  • Assist with creating, tendering, and tracking loads in the Transportation Management System (TMS) under supervision.
  • Coordinate with carriers and drivers to confirm equipment availability, pickup/delivery appointments, ETAs, and required shipment details.
  • Monitor loads in transit and update shipment milestones, check calls, and status notes in internal logs and/or customer portals.
  • Prepare and distribute transportation documents (rate confirmations, BOLs, PODs) and assist with document collection, scanning, and filing.
  • Support carrier setup/onboarding by collecting required documents (insurance, W-9, agreements) and maintaining accurate carrier files under supervision.
  • Assist with rate entry and basic lane/market research; escalate pricing or coverage concerns to the coordinator/manager.
  • Help resolve service issues (late pickups/deliveries, missed appointments, shortages/damage) by gathering information, communicating updates, and escalating to the coordinator.
  • Learn and follow company policies and DOT/transportation compliance and recordkeeping requirements for load tendering and execution.
  • Participate in training, shadowing, and coaching; progressively take ownership of assigned loads and tasks as proficiency increases.

Trainee Development & Support Responsibilities:
Training and administrative support to supplement core load coordination.
  • Data entry, scanning, filing, and tracker maintenance.
  • Audit load files for completeness (rate confirmation, BOL, POD, accessorials) and follow up on missing items.
  • Maintain carrier files (insurance, W-9, agreements) and support qualified-carrier documentation.
  • Complete training modules, shadow coordinators, and document process notes/checklists.
  • Practice professional communication using approved templates; escalate exceptions and questions.
 
  •  Qualifications and Skills (Trainee):
  • High school diploma or equivalent required; associate or bachelor’s degree preferred (logistics, supply chain, business, or related).
  • 0–2 years of experience in logistics, transportation, customer service, or administrative support preferred.
  • Ability to learn a Transportation Management System (TMS) and standard dispatch processes; prior TMS experience (Princeton TMX or similar) is a plus.
  • Working knowledge of DOT/FMCSA requirements is a plus; must be willing to learn and apply compliance expectations.
  • Proficiency with Microsoft Excel/Outlook or similar tools; strong data-entry skills.
  • Basic math skills and comfort working with rates, miles, dates/times, and load details.
  • Effective time management and ability to prioritize in a fast-paced environment.
  • Strong attention to detail and accuracy with numbers, dates/times, and shipment documentation.
  • Ability to work independently with guidance, ask questions, and follow documented procedures.
  • Clear written and verbal communication skills; professional phone and email etiquette.
  • Problem-solving mindset with the ability to gather information, identify issues, and escalate appropriately.
  • Strong organizational skills and ability to multitask across multiple loads and priorities.
  • Comfortable working in a demanding, deadline-driven environment while remaining calm and customer-focused.
  • Able to manage demanding situations with diplomacy and tact and collaborate effectively with internal teams and external carriers.

 
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