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 Qualifications13 years of experience in: Freight brokerage, 3PL, dispatch, or logistics coordinationStrong communication skills (phone + email heavy role)Ability to manage high volume (50100+ 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