For more than 150 years, Hellmann Worldwide Logistics has been making strides in the freight forwarding industry because of our exceptional employees in the global Hellmann Family. Our unmatched passion for the employee experience and energy to service our customers makes our resilience possible. For the better. Together.
Our Hellmann Promise is to collectively shape our culture through our mission, values, and leadership principles.
If this resonates with your career aspirations, come and help us shape our sustainable impact, job details below!
The Domestic Operations Coordinator is the primary customer and vendor contact for all operational inquiries. He/She coordinates domestic product shipments ensuring that service commitments are achieved in accordance with standard service, client requirements and company objectives. Communicates effectively and professionally with customers, vendors, internal stakeholders and government agencies.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

• Associate’s Degree (A.A.) or equivalent combination of education and work experience will be considered in lieu of educational requirement.
• High School Diploma or GED
• Two years of experience in the industry preferred.
• Completion of any industry related course is an asset.

KNOWLEDGE, SKILLS & ATTRIBUTES

• Organizational skills
• Time management and prioritization
• Customer-focused
• Adaptable / flexible to high-pressured environment.
• Strong knowledge of GDP regulations and proficiency in logistics software.
• Detail oriented and proactive
• Interpersonal skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Email, and Internet
• Proficient written and verbal skills communication skills in English
• Ability to calculate figures and amounts such as freight rates, discounts, and other percentages.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Ensures domestic product operations are compliant with internal HWL policies and applicable regulatory agencies.
• Coordinates domestic product operation effectively from quoting through invoicing: A – Z.
• Inputs data, files, and processes documentation in accordance with various standard operating procedures (SOPs) and system requirements.
• Keeps clients informed and maintains knowledge of market trends and changes in service options.
• Provides professional, timely and courteous customer service to all vendors, shippers, and agents to facilitate the required objectives and provide customers with daily updates.
• Receives rate requests, interprets tariffs and provides clear, professionally formatted quotations.
• Treats Hellmann colleagues as internal customers with the same care, respect, and service priority as external customers.
• Works in close collaboration with other Hellmann products, Air Import/Export, Sea Import/Export, Contract Logistics, and Sales teams as needed.
• Checks clients’ credit status prior to arranging transportation.
• Ensures vendor invoicing is completed accurately and in a time frame consistent with company policy.
• Provides pro-active information to customers in cases of service variance with a focus on viable solutions.
• Responsible for prompt escalations to Domestic Product, Account Management and/or Sales when appropriate.
• Supports product dispatch as needed by arranging, tracking, and billing efficient first mile / last mile movement for international Airfreight and Sea freight shipments.
• Works to resolve problems with Accounts Payables and Accounts Receivables.
• Ensures clients, Hellmann partners or other required parties are kept fully informed of transport arrangements and event status as requested and educate the client where necessary to foster the relationship.
• Responsible for all shipment-level communication between Hellmann and customers, carriers, and vendors.
• Escalates all recurring carrier / vendor service issues to Supervisor.
• Enters and updates all required milestone tracking events within area of responsibility.
• Maintains service relations with customers, carriers, vendors, and other Hellmann offices.
• Verifies and confirms any additional charges incurred (i.e., driver waiting time, demurrage, detention, etc.)
• Consults with Supervisor prior to agreeing to non-standard services and/or pricing.
• Promptly communicates all additional charges incurred to the customer to prevent disputed invoices.
• Dispatches all Hellmann arranged deliveries or communicates necessary information to carrier / consignee for all non-Hellmann arranged deliveries.
• Ensure all transportation activities comply with GDP regulations and company policies.
• Oversee the implementation and monitoring of temperature-controlled logistics to maintain product integrity.
• Develop and maintain a Quality Management System (QMS) to ensure consistent and reliable service.
• Identify and mitigate risks associated with the transportation of pharmaceuticals.
• Provide training to staff on GDP requirements and best practices in the Road Freight operational.
• Maintain accurate records of all transportation activities, including temperature logs, shipping manifests, and incident reports.
• Prepare for and participate in internal and external audits to ensure compliance with regulatory standards.
• Work closely with other departments, including warehousing and customer service, to ensure seamless operations.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position does not supervise any direct reports.