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Description
Position Summary The Business Support Coordinator manages administrative coordination and workflow support for the company's transportation and brokerage operations. This role exercises independent judgment in prioritizing business needs, coordinating cross-functional processes, resolving routine operational issues, and maintaining documentation and communication standards. Responsibilities include carrier relations backup, office administration, vendor and supply management, operational reporting, and after-hours carrier support. The position identifies process improvement opportunities and works with department leadership to improve operational efficiency, accountability, and service delivery.
Essential Duties and Responsibilities
Office and Front Desk Coordination
- Manage front desk activities, greet visitors, answer incoming calls, and direct inquiries to the appropriate parties.
- Coordinate mail, packages, and routine post office runs.
- Maintain an organized, professional office environment.
- Own purchasing decisions for office equipment and supply needs within approved budgets, manage vendors, and identify cost saving opportunities
Reporting and Communication Management
- Own the intake and prioritization process of the shared email inboxes, route communications/documents to the appropriate departments, and where needed coordinate resolution across departments.
- Follow up on outstanding items to ensure timely responses and resolution.
- Identify missing information on carrier/customer paperwork and follow up accordingly and timely to mitigate issues affecting billing, carrier payment, or operational efficiency.
- Prepare, review and monitor ongoing reports as well as maintain accurate records with systems like Microsoft Office and company systems, including McLeod.
After-Hours On-Call
- Participate in a scheduled on-call rotation covering evenings, weekends, and holidays as assigned where you assess the operational issue(s), respond to carrier-related calls/messages, coordinate urgent needs, exercise judgement within established authority and escalate issues appropriately.
- Document after-hours activity and communicate outstanding items for follow-up.
Additional Responsibilities Include
- Act as backup to the Carrier Relations team during periods of high volume or staff absences as well as daily to support lunch and other breaks/meetings. Assist with routine carrier communications and documentation while escalating compliance, payment, and operational issues as needed.
- Provide support to Operations, Accounting and other departments as needed while maintaining confidentiality
- Assist with back office administrative projects
- Other duties as assigned
Qualifications
- High school diploma or equivalent required.
- Administrative, customer service, transportation, logistics, or brokerage experience preferred.
- Proficiency in Microsoft Outlook, Excel, Word, and the ability to learn transportation management systems such as McLeod.
- Strong organizational, communication, and follow-up skills. Dependable, detail-oriented, professional and service-focused
- Ability to manage multiple priorities, work independently, and collaborate across departments.
Performance Expectations
- Demonstrated sense of urgency, ownership/accountability and clear communication
- Dependable Carrier Relations backup and adherence to on-call procedures.
Physical and Work Requirements
- Ability to work in an office environment and operate standard office equipment.
- Ability to make daily local post office trips and as other local trips as needed (ex: UPS, Staples, etc)