Job Description
Description:
The Business Administrator for the Freight Brokerage division is responsible for supporting daily operational, administrative, and financial functions to ensure efficient workflow, compliance, and customer service excellence. This role serves as an essential liaison between brokerage operations, carriers, customers, and internal departments, maintaining accurate records, coordinating documentation, and supporting leadership with reporting and administrative tasks. The ideal candidate is detail-oriented, organized, and able to handle time-sensitive responsibilities in a fast-paced logistics environment.
Operational Support• Assist brokerage staff with load entry, status updates, and data verification in the transportation management system (TMS).
• Ensure all load documentation (rate confirmations, BOLs, PODs, carrier packets) is collected, scanned, and uploaded accurately.
• Maintain organized digital and physical filing systems for all brokerage transactions.
• Support carrier onboarding by securing required documents (W-9, insurance, authority) and verifying compliance requirements.
• Coordinate with accounting on carrier payments, customer billing, and resolution of discrepancies.
Administrative & Compliance Duties• Perform daily administrative tasks such as scheduling, email correspondence, and maintaining departmental records.
• Monitor carrier insurance and compliance expirations, notifying the team when renewals are needed.
• Ensure documentation aligns with FMCSA, broker compliance standards, and internal policies.
• Maintain updated SOPs, forms, and procedural documentation for the brokerage office.
Customer & Carrier Communication• Provide professional, timely communication with customers and carriers regarding load status, paperwork, and account needs.
• Assist with problem resolution by gathering details, escalating issues appropriately, and ensuring follow-up.
• Support customer service initiatives by tracking performance metrics and preparing related reports.
• Monitor outstanding documents and communicate with carriers to ensure timely collection of PODs and invoices.
Requirements: Skills & Qualifications• Previous administrative experience in logistics, transportation, or freight brokerage preferred.
• Strong organizational and multitasking skills with high accuracy and attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Excel, Word, Outlook) and able to learn new systems quickly.
• Ability to work in a fast-paced environment and meet tight deadlines.
• Understanding of freight brokerage operations, TMS platforms, and basic transportation terminology is a plus.
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