Bilingual Logistics Coordinator

General Summary of Job Duties

The Bilingual Logistics Coordinator is responsible for delivering a high level of customer service through effective communication, attention to detail, and strong organizational skills. This role coordinates all aspects of logistics operations in support of customers, including booking shipments, coordinating dispatch and intermodal logistics, and managing equipment control. The coordinator serves as the primary liaison between customers, trucking partners, terminals, and other vendors to ensure seamless cargo movement. Additional responsibilities include managing accessorial billing, processing vendor and customer invoices, resolving service issues, ensuring regulatory compliance, and contributing to process improvement initiatives.

Specific Essential Job Duties

• Coordinate end-to-end customer shipments, including booking creation, pickup and delivery arrangements, dispatching, and communication with truckers and terminals.
• Collaborate with terminal operators to manage load lists, perform reconciliations, and ensure accuracy of cargo loaded versus expected load plans.
• Monitor and manage intermodal shipments, ensuring smooth handoffs between modes of transport and resolving any logistical disruptions.
• Maintain accurate cargo tracking and tracing records, providing timely updates to internal and external stakeholders.
• Facilitate cargo release processes within the San Juan terminal system, ensuring compliance with port requirements and timely delivery.
• Serve as a key liaison between customers, truckers, terminals, railroads, and other vendors to coordinate logistics and resolve issues.
• Manage customer inquiries and service requests received via phone or shared email inbox with professionalism and urgency.
• Handle accounts receivable functions, including generating and issuing standalone invoices for assessorial charges not covered under standard freight or bill of lading rates (e.g., labor, equipment misuse); ensure accuracy and timely processing of customer charges.
• Manage equipment control functions, including usage tracking, billing for accessorial charges, and resolution of discrepancies.
• Review and process accounts payable invoices from trucking vendors and other service providers.
• Ensure compliance with all applicable government and regulatory requirements, including U.S. Customs procedures, Puerto Rico Hacienda tax filings, wharfage fees, and SED (Shipper’s Export Declaration) filings. Promote safe and secure cargo transport practices in accordance with local and federal laws.
• Maintain updated customer profiles in the back-office system to ensure accuracy in documentation and billing.
• Identify service exceptions, troubleshoot escalated issues, and implement timely resolutions.
• Provide input to management on process improvement initiatives and support departmental projects as needed.
• 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.

Qualifications & Requirements

• High school diploma, GED, or equivalent required.
• Bilingual proficiency in English and Spanish required.
• Prior experience with logistics or shipping software; familiarity with CargoWise is a plus.
• Proficient in Microsoft Office applications, particularly Word and Excel; experience working with databases preferred.
• Strong analytical and problem-solving skills with the ability to understand and follow logical processes.
• Exceptional customer service and communication skills, with a courteous and professional demeanor.
• Highly organized and detail-oriented, with strong accuracy in data entry and time management.
• Ability to work independently with minimal supervision or collaboratively within a team environment.
• Demonstrated discretion and ability to handle confidential information with professionalism.
• Self-motivated, adaptable, and able to perform under pressure in a fast-paced environment.
• General administrative or clerical experience preferred, including mail, filing, and document handling.
• Must be flexible and adaptable to evolving responsibilities and technology, with a willingness to perform additional duties as assigned to support departmental needs.

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.