Description

General Position Summary

This is an exempt position responsible for the implementation of the Company’s Cargowise Project. The position is also responsible for supporting operations and business development as needed 

Essential Job Functions

Project Coordination

· Responsible for coordinating with managers and clients to define project requirements, scopes, and objectives that align with organizational goals. 

· Participates in project design meetings and proposes improvements if necessary. 

· Coordinate internal and external resources, ensuring that projects remain within scope, schedule, and budget. 

· Analyze project progress and, when necessary, adapt scope or timeline to achieve optimal results.

· Monitors conformance with the project timeline and budget. 

· Evaluate potential problems and technical issues and develop solutions appropriate to operational requirements. Report project risks and outcomes to management.

· Serves as point of contact between the company’s team and external resources. 

· Responsible for training and sharing knowledge with team members and management. 

· Responsible for scheduling and conducting training with users of Cargowise software to prepare for implementation.

· Responsible for system administration of Cargowise: trains users, troubleshoots problems, follows up with outside support team, etc. 

· Participates in weekly calls with Cargowise support team. 

· Assign tasks to internal teams and assist with schedule management.

· Creates and maintains all project documentation: plans, reports, etc. 

Import and Export

· Supports ocean and air forwarding operations by arranging pickup, booking with shipping vessel, and ensuring it moves timely and to completion. 

· Supports air export by booking shipment and generating export paperwork. 

· May assist with import forwarding and customs broker operations as needed.

· Arranges shipments as needed; Checks status of shipments and coordinates information with customers.

· Codes and submits vendor bills to accounting department for processing upon receipt. Follows up with vendors if bills are not received in a timely manner. 

· Creates billing invoices and sends originals to billing parties with necessary back-up documents. 

· Responsible for providing an excellent level of customer service in telephone and email communications. Follows all appropriate communication practices with respect to the customer’s culture and business etiquette. 

· Assist with rate quotations and new business development as needed.

Miscellaneous & Other

· Seeks constant improvement, more efficient and less expensive ways and means in work processes.

· Performs other duties as assigned by management.

· Follows up to complete any assigned work.

· Maintains high ethical standards in the workplace.

· Reports all irregular issues and problems to supervisor for solution.

· Maintains good communication with supervisors, staff members and outside contacts.

· Complies with all company policies and procedures.

· Responsible for maintaining a clean and safe working area.

· May be required to work overtime and weekends. 

Requirements

Three or more years of experience in project coordination or similar role. Cargowise experience and expertise is required. Bachelor’s degree or equivalent in related field. A strong candidate for this position would demonstrate the ability to coordinate teams and clients, have strong written, verbal, and presentation skills, and have experience in project management, from conception to delivery. Additional requirements include strong client-facing and teamwork skills, strong organizational and multi-tasking skills, and strong problem solving and analytical skills. Experience in freight forwarding, import, or export is required. General use of office equipment including phones, copier, computer, etc. Experience with Microsoft Office. Hazardous Materials Training Certificate may be required.