Transportation Administrative Coordinator (Tracking & Scheduling)

Transportation Administrative Coordinator (Tracking & Scheduling)Transportation Administrative Coordinator (Tracking & Scheduling)Location: Pittsburgh, PA Department: Operations / Brokerage Support Reports To: Operations ManagerPosition SummaryThe Transportation Administrative Coordinator supports daily brokerage operations by managing tracking & tracing, appointment scheduling, and shipment visibility. This role ensures accurate, timely communication between carriers, customers, and internal teams while maintaining high service levels across all freight movements.This is a high-volume, execution-focused role ideal for someone with strong attention to detail and communication skills.Key ResponsibilitiesTracking & TracingMonitor active shipments to ensure on-time pickup and deliveryProactively track loads via: carrier check calls, GPS / ELD tracking tools, TMS visibility platformsUpdate internal systems and customers with real-time status changesEscalate service failures (delays, missed pickups, breakdowns)Appointment SchedulingSchedule pickup and delivery appointments with shippers, receivers, and warehousesConfirm appointment details with carriers and ensure complianceManage rescheduling and resolve appointment conflictsCarrier CommunicationServe as day-to-day contact for drivers and dispatchersProvide directions, appointment details, and load requirementsEnsure adherence to pickup/delivery windowsAdministrative SupportMaintain accurate load data in TMS systemsEnter and update milestones (PU, in-transit, delivery, POD)Assist with documentation (BOLs, PODs, rate confirmations)Customer SupportProvide shipment updates and respond to customer inquiriesMaintain high service levels on time-sensitive freightSupport operations team with overflow and issue resolutionRequired Qualifications1–3 years of experience in: Freight brokerage, 3PL, dispatch, or logistics coordinationStrong communication skills (phone + email heavy role)Ability to manage high volume (50–100+ loads/day visibility)Detail-oriented with strong organizational skillsExperience with TMS or load tracking systems preferredPreferred QualificationsExperience in a freight brokerage environmentFamiliarity with appointment-based freight (retail, grocery, warehouse)Exposure to EDI/API tracking tools or visibility platformsKey CompetenciesUrgency and responsivenessAttention to detail (critical for tracking accuracy)Multitasking in a fast-paced environmentCustomer service mindset