Transportation Operations Specialist - PT

Description of Position:

Under the direction of your supervisor, the Transportation Operations Specialist provides day-to-day operational and administrative support for transportation activities. This role is responsible for receiving and processing transportation requests, accurately entering job data, coordinating dispatch activities, and maintaining clear communication with drivers, internal teams, customers, and vendors. The position supports efficient, timely, and compliant transportation operations across multiple locations, with a strong focus on accuracy, responsiveness, and customer service.

Summary of Objectives:

Dispatch & Operational Support

• Receive, review, and process transportation job requests via phone, email, portals, or internal systems.
• Coordinate dispatch of drivers based on real-time operational factors such as arrival/departure times, locations, service requirements, and customer needs.
• Monitor job queues, workflows, active jobs, and driver status, identifying issues or delays, and escalating concerns as appropriate.
• Proactively monitor flight schedules, vessel arrivals, and driver locations to anticipate disruptions or delays, coordinating closely with the Transportation Operations Coordinator and Transportation Operations Manager(s) to maintain service continuity.
• Support dispatch coverage as needed to maintain continuous operations, including after-hours or on-call support when required.
• Submit PODs to customers and follow up with vessels/launches to secure missing PODs.
• Arrange hotel accommodations and travel logistics for transportation crews as needed.
• Follow up on documentation such as PODs and ensure all freight or spare shipments include proper paperwork.

Job Intake & Data Management

• Validate all job details, including pickup/drop-off locations, schedules, service types, and special requirements.
• Accurately and timely input and update job information in internal systems; designate crew ranks and provide pertinent information as required.
• Ensure all updates, changes, and critical information are communicated clearly to relevant stakeholders.
• Collaborate with internal teams to resolve missing, unclear, or inconsistent job details prior to processing.
• Maintain accurate operational records and documentation in accordance with company procedures and regulatory requirements.
• Ensure spares are properly located, schedule deliveries in alignment with ship schedules, and update inventory.

Coordination & Communication

• Coordinate transportation activities such as crew changes, spare and package deliveries, and related logistics.
• Communicate professionally and courteously with drivers, customers, vendors, and internal teams using multi-line communication systems.
• Communicate with clients, partners, or vendors as needed to confirm service information or clarify requests.
• Escalate any job-related issues or inconsistencies to the appropriate personnel for resolution.
• Ensure verbal and written communications are delivered accurately, timely, and completely.

Reporting & Compliance

• Prepare and submit operational or activity reports as requested by management, ensuring that all data is accurate and up to date.
• Support compliance and documentation standards, ensuring required forms and records are complete and properly stored.

Misc.

• Provide dispatch oversight as needed, ensuring optimal routing and scheduling decisions in alignment with operational constraints and client expectations.
• Abide by company HSEQ policies and procedures.
• This job description is not exhaustive; additional duties may be assigned as needed.
• This role may evolve in response to changes in industry practices and technological advancements.

Requirements:

Education/Experience

• A combination of relevant education (e.g., degree, certifications) and hands-on experience is preferred.
• High School diploma or GED required; bachelor’s degree in business, logistics, transportation, or a related field desirable.
• Experience in dispatching, transportation coordination, logistics operations, or a similar role is strongly preferred.

Competencies

• Proficient in using computer software and applications, with a strong ability to quickly adapt to new technologies and tools.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Excellent data entry skills with a high level of accuracy and attention to detail.
• Strong verbal and written communication skills, including the ability to manage multiple conversations while entering data.
• Ability to prioritize tasks, manage multiple requests, and perform well in a fast-paced, real-time environment with tight deadlines.
• Strong organizational, problem-solving, and time-management skills.
• Professional, customer-service-focused demeanor with the ability to collaborate across departments.
• Demonstrated ability to perform and deliver results under pressure.
• Self-directed, dependable, and team oriented.

Working Conditions:

• This position is based in a professional office environment and requires prolonged periods of sitting and working at a computer.
• Work is typically performed in a climate-controlled setting with standard office equipment such as computers, phones, photocopiers, and filing cabinets.
• Occasional lifting of office supplies or documents weighing up to 25 pounds may be required.
• Minimal exposure to physical risk; however, employees must follow all company safety protocols, including proper ergonomic practices and general workplace safety procedures.
• May be required to attend safety briefings or training relevant to the maritime industry to support understanding of company operations.
• Must adhere to all workplace policies and contribute to a safe, organized, and professional office environment.