Freight Operations Coordinator 1

The Freight Operations Coordinator 1 will provide administrative, operational, and business support to keep GTNova Logistics’ office and shipping operations running effectively.

This role helps process, verify, track, and coordinate cargo documents and customer communications promptly and professionally.

Because of operational demands, the position will require weekend work and flexibility to meet shipping and delivery schedules.

Skills and Abilities Required

• Minimum 3 years training and/or experience in the logistics, freight forwarding, or cargo-handling industry; experience with both air and sea shipments preferred.

• Hands-on experience preparing airway bills, manifests, and other shipping documentation.

• Excellent written and verbal communication skills; able to draft clear emails and prepare concise status updates.

• Strong customer service orientation with professional phone and front-desk etiquette; able to handle enquiries, answer routine questions, and escalate issues appropriately.

• Comfortable communicating with internal teams, carriers, customs agents, and customers. 

• Proven organizational skills with experience maintaining filing systems, cargo staging areas, and shipment records for easy retrieval.

• Proficient in Microsoft Office (Word, Excel, Outlook) and familiar with basic document-management or shipment-tracking systems; quick to learn new software tools for example Automated System for Customs Data (ASYCUD).

• Close attention to detail and accuracy in data entry, recordkeeping, and verification of cargo against manifests.

• Basic numeracy for calculating weights, volumes, and simple shipping costs.

• Reliable, self-motivated, and able to work independently with minimal supervision.

• Strong team player who follows instructions, supports colleagues, and contributes positively in a fast-paced environment.

• Ability to prioritize tasks, manage time effectively, and adapt to shifting operational demands.

• Maintains confidentiality of customer and company information and adheres to security and safety procedures.

•  Prepare incoming flight documentation for example: customer manifests and airway bills, ensuring accuracy and completeness prior to final verification by the Office Manager.

• File delivery slips, airway bills, manifests, and other shipping documents in a timely, organized manner for secure retention and easy retrieval.

• Maintain an orderly arrangement of cargo packages (sea and air) and related records to facilitate quick reference and timely customer distribution.

• Assist in verifying customer packages against cargo manifests, working under the supervision of the Office Manager and in coordination with the Office Support Associate.

• Provide customers with shipping-related information, including mailbox/address details, shipping rates, scheduled flight days, and flight times, courteously and accurately.

• Prepare customer invoices promptly and email them to customers within the required timeframe after flight processing.

• Collect customer payments accurately and promptly.

• Maintain and update the customer database accurately daily and on time.

• Deliver daily updates to the Office Manager summarizing completed tasks, outstanding issues, and operational challenges.

• In the Office Manager’s absence, independently manage day-to-day office operations and provide direction to the Office Support Associate as part of the company’s business continuity plan.

• Coordinate outbound package preparation and dispatch, including labelling, consolidation, and hand-off to carriers to ensure on-time departures and compliance with carrier requirements.

• Maintain basic shipment tracking records and follow up with carriers or customers on delayed or misrouted shipments, escalating unresolved issues to the Office Manager.