Transportation Administrator

Prepare, review, and maintain shipping and transportation documentation , including Bills of Lading, Delivery Orders, Arrival Notices, Shipping Instructions, commercial invoices, packing lists, container/seal information, PODs, customs and terminal releases, and carrier confirmations/rate documents. This position is responsible for shipment scheduling, documentation, carrier and terminal communication, system updates, and shipment tracking to ensure freight moves efficiently and meets operational and customer expectations.

Seeking an experienced and motivated Transportation Admin with experience with ocean and drayage. This is a temp-to-hire opportunity located in The Woodlands for a great company. 

 
Position Summary
The Transportation Administrator will coordinate and support ocean import/export and drayage transportation activities from initial booking through final delivery. This position is responsible for shipment scheduling, documentation, carrier and terminal communication, system updates, and shipment tracking to ensure freight moves efficiently and meets operational and customer expectations.
Key Responsibilities

• Coordinate ocean import and export shipments, including bookings, scheduling, documentation, and ongoing shipment follow-up.
• Arrange and oversee port drayage activities, including container pickups, delivery appointments, empty returns, and equipment availability.
• Communicate and coordinate with ocean carriers, freight forwarders, customs brokers, drayage providers, terminals, warehouses, and internal teams.
• Submit and manage ocean freight bookings while confirming vessel schedules, cutoff dates, sailing schedules, and equipment needs.
• Monitor ETA/ETD, vessel arrivals, container availability, customs clearance, terminal status, and delivery progress.
• Schedule pickup and delivery appointments with ports, terminals, warehouses, distribution centers, and customer locations.
• Monitor Last Free Day (LFD) and other important deadlines to help prevent demurrage, detention, storage, and other avoidable transportation costs.
• Track containers from port availability through final delivery and empty container return.
• Verify PierPASS and terminal requirements, appointments, fees, releases, and container availability when applicable.
• Prepare, review, and maintain shipping and transportation documentation, including Bills of Lading, Delivery Orders, Arrival Notices, Shipping Instructions, commercial invoices, packing lists, container/seal information, PODs, customs and terminal releases, and carrier confirmations/rate documents.
  
• Ensure all required documentation is accurate, complete, and distributed to carriers, brokers, terminals, warehouses, and other applicable parties within required timelines.
• Update and track shipments within the Transportation Management System (TMS) and carrier/terminal portals, maintaining accurate shipment statuses.
• Proactively identify and address delays, holds, missed appointments, equipment shortages, documentation issues, and other shipment exceptions.
• Provide timely shipment updates and communicate exceptions to internal teams and customers as needed.
• Follow up with carriers and transportation service providers to resolve issues and minimize potential delays.
• Review freight invoices and accessorial charges for accuracy and assist with investigating and resolving discrepancies.
• Maintain organized electronic shipment records and supporting documentation.
• Assist with reporting related to open shipments, pending containers, delivery status, exceptions, and transportation expenses.
• Ensure transportation activities follow company procedures, customer requirements, carrier guidelines, and applicable import/export transportation regulations.

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