Logistics & Scheduling Coordinator

Logistics & Scheduling Coordinator

Requirements

• Process-orientated and disciplined to procedural adherence and utilization
• Knowledge and application of international logistical principles and practices
• Demonstrate effective shipment planning and scheduling skills
• Ability to work in a fast-paced environment with strong problem solving skills
• Highly proficient in Microsoft Suite applications (Excel, PowerPoint, Word, Outlook, and Teams) and familiar with scheduling tools
• Strong and proactive internal and external customer service skills highlighted with a positive attitude and professionalism
• Highly organized, flexible, and detail oriented
• Excellent communication, follow-through, and continuous process improvement skills
• Exceptional time management practices, time-directed prioritization, and multitasking
• Experience in managing carriers and using transportation management software
• Experience with Dangerous Goods/Hazardous Materials handling and shipping

Responsibilities

• Facilitate, coordinate, and lead the project scheduling & logistics coordination activities for domestic and international project requirements; permanent asset fleet management, cost mitigation, quote sourcing, shipping requests (both in and out-of ERP), and other logistic activities as required.
• Oversee and perform shipment readiness: communicating logistical plans, create and review shipping documentation, verifying physical contents match documentation, and proper packaging for fragile, sensitive, or dangerous cargo.
• Proactive fostering of communication between related roles and departments, and be the liaison between Operations, Material Handling, and Logistics departments (ex: resource schedulers, product managers, tool support/maintenance, procurement, operations, R&D, finance, and production departments).
• Collaborate with direct freight carriers, freight brokers, 3PL/4PL partners, and customs brokers (parcel, LTL/LTC, FTL/FTC, and specialized asset-based) to quote, book and monitor shipments until delivery.
• Closely Interact with Xylem’s Project Resource Managers to utilize Xylem branch location warehouses and client facilities, as well as carrier network including freight forwarders, 3PL/4PL partners, warehouse locations, & custom brokerage partners.
• Drive value from carrier selection through cost mitigation: selecting lowest-cost carriers and external warehousing while maintaining desired internal customer service level.
• Identify, pack, and properly ship Dangerous Goods/Hazardous Materials via carriage, vessel, rail, or aircraft according to their applicable regulations (IATA, 49CFR, IMDG).
• Generate international shipping documents (commercial invoices, packing list, shipper’s letter of instruction, etc) and shipments, adhering to Xylem policies regarding trade compliance and documentation standards.
• Work laterally with other departments, such as supply chain, procurement, inventory, material handling, and warehouse personnel as needed to support Xylem deliverable requirements.
• Occasionally assist material handling in preparing physical shipments, including packing and palletizing parcels and freight, loading/unloading containers and trucks, and labelling.
• Occasional availability after-hours, on weekends, and holidays for immediate shipping needs or support: shipment tracking, late/delayed deliveries, damaged goods, customs clearance, emergency shipments, etc.
• Perform logistics functions associated with project and shipping requirements: reserving assets, scheduling freight, anticipating and mitigating challenges, resolving delays, and prioritizing on-time deliveries.
• Domestic and international shipping: quoting, documentation, monitoring, managing, and escalating issues.
• Process project tool requests using AssetPanda (asset-management software) and ERP (Microsoft Dynamics AX and SAP), efficiently balancing cost-spend, customer service, and tool utilization according to business needs.
• Clearly communicate logistical plans and schedules: ship dates, ETA, location, and delays to stakeholders upon request, utilizing the scheduling tools that Xylem provides.
• Maintain a safe and orderly working environment through workplace organization best practices and Xylem policies.
• Review and approve carrier freight invoices and resolve discrepancies with appropriate parties.
• File claims for lost and damaged shipments, research and implement best practices to avoid damage/loss in the future.

Preferred Qualifications

• Planning, scheduling, and management experience within a project-related environment (preferred)
• Experience with international shipping and trade compliance practices (preferred)
• Continuous Improvement experience (a plus)
• APICS, Six Sigma/Lean, or equivalent certification (a plus)