Traffic Coordinator

Scope: An Ocean Carrier Logistics Coordinator is essential in managing and coordinating the documentation and logistical processes for shipping operations. Below are the detailed duties for this role:

Bill of Lading (BOL) Handling:  

-       Prepare, review, and issue bills of lading ensuring accuracy and compliance with regulations.

-       Distribute BOLs to customers, internal departments, and other stakeholders.

Manifest Preparation:  

-       Compile and submit shipping manifests to appropriate authorities and stakeholders.

-       Ensure all manifest details are accurate and comply with regulatory requirements.

AES Filings:  

-       File Electronic Export Information (EEI) via the Automated Export System (AES) for all applicable shipments.

U.S. Customs Vehicle clearance:  

-       Ensure all documents are complete and accurate.

-       Present the vehicle and documentation to the CBP at the port of export.

-       Must be done at least 72 hours before the vehicle is exported.

-       Arrange for the vehicle to be transported to its destination.

-       Foreign Regulations: Check the import regulations of the destination country to ensure compliance.

•       EPA and DOT Compliance: Ensure the vehicle meets the Environmental Protection Agency (EPA) and Department of
• Transportation (DOT) standards if applicable.

Booking Management:  

-       Create and manage bookings for container shipments.

-       Ensure that all necessary information is accurately recorded in the booking system.

-       Confirm booking details with customers, including departure dates, arrival dates, and any special requirements.

Notice of Arrival (NOA):  

-       Prepare and send Notices of Arrival to consignees and other relevant parties.

Proof of Export:  

-       Provide necessary documentation to prove the export of goods, including BOLs, manifests, and AES filings.

Handling Hazardous Cargo:  

-       Ensure proper documentation and compliance with hazardous materials regulations for all hazardous cargo shipments.

-       Coordinate with relevant authorities to ensure the safe transport and handling of hazardous cargo.

Loose Cargo and Full Container Loads: **

-       Coordinate the loading and receiving of loose cargo and full container bookings.

-       Ensure proper documentation and compliance with shipping regulations for both types of cargo.

Applying Governing Tariffs/Service contract rates to Bill of Ladings

-       Apply and manage tariffs as per the Federal Maritime Commission (FMC) regulations.

-       Ensure all tariff changes are documented and communicated to relevant parties.

Customer Support:  

-       Provide excellent customer service by addressing inquiries, resolving issues, and offering support throughout the shipping process.

-       Keep customers informed about shipment status, changes, or delays.

Communication with Internal and External Customers:  

-       Maintain effective communication with customers, internal departments, warehouse staff, terminal operators, agents, accounting, and sales teams.

-       Provide clear instructions and coordination for smooth operations.

Coordination with Carrier’s Operating Departments:  

-       Work closely with the carrier’s operating departments to ensure seamless integration of documentation and operational activities.

-       Provide instructions and guidance to ensure compliance and efficiency.

Warehouse Communication:  

-       Coordinate with warehouse staff to ensure accurate and timely loading and unloading of shipments.

-       Ensure proper handling, storage, and documentation of cargo at the warehouse.

Terminal Communication:  

-       Liaise with terminal operators to ensure efficient handling of shipments at both origin and destination ports.

-       Address any issues or delays at the terminals promptly.

Agent Communication:  

-       Maintain regular communication with shipping agents to ensure smooth operations and resolve any logistical challenges.

-       Provide agents with all necessary documentation and instructions.

Regulatory Compliance:  

-       Ensure all shipping activities comply with international, national, and local regulations.

-       Stay updated on changes in regulations and implement necessary adjustments in procedures.

Audit and Review:  

-       Regularly audit shipping documents and processes to ensure accuracy and compliance.

-       Implement corrective actions for any discrepancies or non-compliance issues identified during audits.

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Company Required Standards

Compliance with Laws and Regulations

• Adherence to Laws: Employees must comply with all applicable local, state, and federal laws and regulations.
• Regulatory Compliance: Following industry-specific regulations and standards.

Ethical Behavior

• Integrity: Conducting business honestly and ethically.
• Conflict of Interest: Avoiding situations where personal interests conflict with professional responsibilities.

Workplace Behavior

• Professionalism: Maintaining a professional demeanor in all interactions.
• Respect: Treating colleagues, customers, and partners with respect and dignity.
• Harassment-Free Workplace: Prohibiting harassment, discrimination, and bullying of any kind.
• Safety: Adhering to safety policies and procedures to ensure a safe working environment.

Confidentiality and Privacy

• Confidential Information: Protecting company confidential information and intellectual property.
• Privacy: Respecting the privacy of employees, customers, and business partners.

Use of Company Resources

• Appropriate Use: Using company resources, including time, equipment, and information, responsibly and for business purposes only.
• Protection of Assets: Safeguarding company assets against theft, misuse, or damage.

Reporting and Accountability

• Reporting Violations: Encouraging employees to report any unethical behavior or violations of company policies without fear of retaliation.
• Accountability: Holding oneself and others accountable for adhering to company policies and standards.

Fair Dealing

• Fair Competition: Engaging in fair competition and avoiding deceptive practices.
• Customer Interactions: Treating customers fairly and honestly.

Communication and Media Relations

·         Accurate Communication: Providing accurate and truthful information in all business communications.

·         Media Inquiries: Directing all media inquiries to designated company representatives

·         Fluent in English and Spanish

Anti-Bribery and Corruption

• Prohibition of Bribery: Prohibiting bribery, kickbacks, and any form of corruption.
• Gifts and Entertainment: Following guidelines on giving and receiving gifts and entertainment to avoid any undue influence.

Completion of all Company’s Training and Implementation

·         Training Programs: Complete regular training on the code of conduct and ethical standards.    –

·         Train and mentor junior staff or new hires on shipping documentation and procedures.

·         Stay informed about industry trends and developments to maintain a high level of expertise.

·         Continuously review and improve shipping and documentation processes to enhance efficiency and accuracy.

·         Implement best practices and leverage technology to streamline operations.