JOB PURPOSE:
The primary function of this position is responsibility for loads moving in and out of the local plant, paperwork process for all truckers, and communications to other dispatchers, customers & truckers. Export paperwork and processes.
ESSENTIAL JOB DUTIES:
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Create physical or online Bill of Ladings (BOL) for all shipments leaving the local yard by truck or rail, including Poles, TSO, and other shipments.
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Prepare all necessary paperwork for drivers for each load, which includes special instructions, maps, phone numbers, and staking sheets.
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Contact customers 24-48 hours before shipments leave the yard or as per customer-requested lead times
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Ensure the accuracy of all shipping information, obtain driver signatures, document the load ticket number in the system, and update the date on the BOL.
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Forward a copy of the BOL to customers who require it when shipments leave the yard.
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Collaborate with managers to schedule outbound loads and shipping dates.
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Provide instructions to mobile drivers and yard counters regarding loads to set out for delivery.
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Act as the main point of contact for all trucking calls, routing calls from dispatchers through your desk.
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Collaborate with managers on the delivery of back orders and maximize truck capacity on those loads.
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Update various customer websites with information on shipped orders.
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Keep customers informed weekly about open orders and obtain information on processed orders from the yard manager.
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Ensure that products are in stock and ready for customer pickup.
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Receive all paperwork from drivers on shipments and process all receiving reports following the Standard Operating Procedures (SOP). Update SOPs when shipments are delayed, or changes are required.
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Release empty rail cars to MNNR when needed. Handle the empty rail billing process for leased rail cars.
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Work with receiving yard employees to ensure that all receiving reports are completed for inbound railcars.
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Verify that there is a proper yard receiving report that matches the incoming BOL and original notification and forward this information to the Inventory department.
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Communicate reasons and tentative new shipping dates to sales teams when shipments are late.
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Generate and send weekly reports, including treated inventory data.
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Prepare and distribute load slips for outbound shipments to customers.
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Print work orders for shipping processes.
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Optimize truck loading to maximize freight efficiency.
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Update the Shipping and Receiving System (SPS) with the second acknowledgment and Advanced Shipping Notices (ASN) when shipments are ready to ship.
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For sites that handle shipments to Canada & Mexico:
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Handle all export paperwork and border crossing documents company-wide, working with vendors and freight forwarders to combine loads for shipment to the port, and obtaining required documents such as treating certificates and phytosanitary certificates for export.
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Maintain a thorough understanding of export requirements for each load as it pertains to the out-of-country shipping process.
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Process outbound loads to Canada and Mexico and send the necessary paperwork to Customs, resolving any issues with customs brokers.
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Provide phone backup support when necessary.
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Attend daily shipping meetings as required.
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Perform any other responsibilities assigned by management.
JOB QUALIFICATIONS:
Education: Minimum Requirement High School Diploma or equivalent. Community college or technical diploma an asset.
Experience: Minimum Requirement is 5 years proven logistics/dispatch experience. Minimum Requirement is 3 years proven in Export processes. Knowledge of lumber shipping and/or forestry product shipping.
SKILLS BASED REQUIREMENTS:
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High attention to detail.
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Effective multitasking skills including ability to prioritize tasks, set deadlines, and allocate time appropriately.
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Proficient in Microsoft Office Suite
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Prioritize and plan work activities, using time efficiently and can develop realistic action plans with detailed follow through. Ability to stay on task without direct supervision.
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Demonstrates interpersonal oral communication skills by speaking clearly and persuasively in positive or negative situations. Written communication skills are clearly written with the audience identified and the message defined in an understandable format.
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The ability to communicate routine technical needs and requirements to non-technical staff in understandable terms
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Must have the ability to use people skills to build rapport and relationships using diplomacy and tact. Can diffuse even high-tension situations to drive to a comfortable result.
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Can negotiate skillfully by settling differences and can win concessions without damaging relationships. Can be direct and forceful as well as diplomatic.
WORK ENVIRONMENT/PHYSICAL DEMANDS:
To perform the duties of this job, the employee is required to use the computer for extended periods of time in a sitting or standing position. Ability to work under time constraints and ability to work in a fast-paced work environment. When visiting a plant, the employee will need to be able to be on their feet for an extended period. Bending, stooping, reaching, twisting, lifting, pushing, pulling, and moving products, minimum of 25 lbs. Exposure to varying types of climates. Outside environment can be dusty & noisy. Equipment & treated lumber may emit fumes. Moderate travel required.
Bell Lumber & Pole Co. is an equal opportunity employer, and we fully comply with all such applicable employment laws and regulations. If needed, accommodation may be possible.
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