BOL Coordinator (Mon - Fri 9am-5pm)

The BOL Coordinator is responsible for reviewing historical shipping and billing records, scanning and organizing Bills of Lading, researching invoice details, and creating accurate data reports based on historical information. This role requires strong attention to detail, organizational skills, and the ability to identify discrepancies across shipping documents, invoices, and archived records. The role also requires accuracy and confidentiality when handling company records and customer or billing information.

Key Responsibilities

· Review historical shipping, billing, and logistics records to locate and verify Bill of Lading information.

· Scan, upload, and electronically organize Bills of Lading and related shipping documents.

· Search through invoices and supporting records to confirm shipment details, billing accuracy, dates, customer information, and freight documentation.

· Identify missing, incomplete, or inconsistent documentation and escalate discrepancies to the appropriate department or supervisor.

· Create and maintain accurate reports based on historical shipping and invoice data.

· Compile data from multiple sources into spreadsheets, databases, or reporting tools as needed.

· Maintain organized electronic and physical filing systems for BOLs, invoices, and supporting records.

· Communicate with internal teams such as accounting, logistics, shipping, customer service, and management to resolve documentation questions.

· Follow company procedures for document retention, confidentiality, accuracy, and data integrity.

· Other duties as assigned. 

Qualifications

· High school diploma or equivalent required; associate degree or administrative, logistics, accounting, or business coursework preferred.

· Previous experience in data entry, document control, transportation, logistics, billing, accounting support, or administrative records management preferred.

· Familiarity with Bills of Lading, invoices, freight documents, or shipping records is a plus.

· Proficiency with Microsoft Excel, Microsoft Word, Outlook, scanning equipment, and electronic filing systems.

· Ability to accurately enter, compare, and analyze information from historical records.

· Strong attention to detail and ability to maintain accuracy while working with large volumes of documents.

· Ability to work independently, manage repetitive tasks, and meet deadlines.

· Strong organizational, communication, and problem-solving skills.

Required Skills and Competencies

· Document scanning and digital file organization

· Data entry and spreadsheet reporting

· Invoice and shipment record review

· Accuracy and quality control

· Confidential records handling

· Time management and prioritization

· Clear written and verbal communication

· Ability to identify and report discrepancies

OTT Qualities

Adherence to all OTT Safety, Quality, ISO and HR policies and standards

On Time Trucking, Inc. will consider qualified applicants with a criminal history pursuant to the New York Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if On Time Trucking, Inc. is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://www.nyc.gov/site/cchr/media/fair-chance-employees.page