Drayage Operations Coordinator

(Intake, Track & Trace, and Customer Support)

Location: Remote — (must maintain full overlap with U.S. Pacific business hours) Employment Type: Full-time, direct hire (via Employer of Record) Compensation: USD Monthly, depending on experience Reports to: Operations / Back Office Lead

About the Company

We are a rapidly growing, U.S.-based drayage company moving containers from the Ports of Los Angeles and Long Beach to customer doors across Southern California. We are family-owned and tech-forward: our team runs on a modern drayage TMS and a live customer tracking portal, and we have built a reputation for reliable, on-time delivery and for actively protecting our customers from demurrage and per-diem costs.

We are small by headcount and large by output — moving 40 to 50 containers a day with a tight, hands-on team that treats each other like family. Everyone here wears multiple hats, and everyone is genuinely part of the business, not a faceless seat.

About the Role

Every container we move touches six to eight data points on its way from intake to invoice — TMS entry, tracking, port appointments, holds, delivery confirmation, proof of delivery, documentation, and billing handoff. During peak season that volume stretches our core team thin and pulls them away from customers and growth.

This role exists to own that back-office container lifecycle end to end. You will be the person who keeps every shipment accurate, tracked, and moving — so our team can focus on customer relationships and expansion instead of chasing data. This is not a script-reading call-center role. It is an operations coordinator role for someone who is fast, precise, and genuinely reliable under volume.

Key Responsibilities

Shipment Intake & Data Management

Receive customer emails containing container details (container number, master bill of lading, size, weight) and enter them accurately into our TMS and tracking spreadsheet
Maintain clean, consistent records across systems and reduce duplicate-entry errors
Keep each shipment's information current as its status changes

Track & Trace and Port Coordination

Monitor port appointments, container availability, and last-free-days to prevent demurrage and per-diem charges
Secure pickup and empty-return appointments in a timely manner
Flag holds, delays, and exceptions early and escalate when needed

Customer Communication

Proactively update customers on container status and confirmed delivery dates
Respond to customer email inquiries clearly and professionally (the role is primarily email-based)
Advise customers of holds or issues, and handle occasional inbound calls for urgent matters

Documentation & Billing Handoff

Collect proof of delivery and required documents from drivers and attach them to each shipment
Verify that every file is complete and accurate before handing off to accounting for invoicing
Serve as the quality check that keeps billing clean and on time

Coordination & Continuous Improvement

Coordinate with drivers and internal team members on document uploads and status updates
Identify repetitive steps in the intake and tracking process that can be simplified or streamlined

Required Qualifications

Fluent, professional written and spoken English (this is an email-heavy, customer-facing role)
Ability to work full-time with complete overlap of U.S. Pacific business hours
1–3+ years in logistics, freight, trucking, or 3PL back office, dispatch, track & trace, or operations support
Strong data-entry accuracy and attention to detail while managing high daily volume
Comfort working inside a TMS and in spreadsheets (Excel / Google Sheets)
Self-directed and proactive, with a reliable home office setup and stable internet

Preferred Qualifications

Drayage, intermodal, or port operations experience
Experience with a drayage TMS (PortPro or similar)
Bilingual English/Spanish
Prior experience supporting U.S.-based clients or teams

Ideal Candidate Profile

You are:

Highly organized and detail-obsessed — you catch the small errors before they become demurrage charges
A proactive communicator who follows up without being asked
Calm and consistent under high volume and time pressure
An owner, not a ticket-taker — you take responsibility for outcomes, not just tasks
Someone looking to be a long-term member of a close-knit team, not a short-term contractor

Why Join Us

You will be a real member of a growing, family-run business — not an anonymous outsourced resource. You will have ownership over meaningful work, direct relationships with the team, a modern tech stack to work in, and a stable, long-term role with real room to grow as the company grows.

Drayage Operations Coordinator - 21373