Heavy Haul Project Coordinator

Vaco is hiring a Heavy Haul Project Coordinator

Location: Jacksonville, FL

Compensation: $50-$60/annually

We are seeking an experienced Project Coordinator to support project managers and key stakeholders in the day-to-day execution of transportation projects.

This role is responsible for coordinating shipments, tracking project progress, communicating with drivers and carriers, resolving transportation issues, and ensuring projects remain on schedule, within budget, and aligned with customer expectations.

The ideal candidate has a strong dispatch or transportation operations background, is comfortable working directly with drivers and carriers, and thrives in a fast-paced logistics environment where priorities can change quickly.

Key Responsibilities

Transportation & Project Coordination

• Support Project Managers with the daily coordination and execution of transportation projects.
• Monitor shipments from pickup through final delivery and provide accurate, real-time Track & Trace updates.
• Track project milestones, shipment status, and potential service issues.
• Ensure project-specific standard operating procedures (SOPs) are consistently followed.
• Identify transportation issues and provide prompt, effective solutions to minimize service disruptions.
• Apply and document accessorial charges as necessary.
• Work extended hours when required to support project and customer needs.

Dispatch, Carrier & Vendor Management

• Work directly with drivers, carriers, and transportation providers to coordinate successful shipment execution.
• Negotiate with transportation providers to secure competitive rates and appropriate service levels.
• Maintain strong relationships with carriers and transportation partners to support capacity and service requirements.
• Coordinate with shippers and receivers to ensure accurate pickup and delivery information.
• Address carrier and driver issues that could impact schedules, service levels, or customer expectations.

Customer Service & Communication

• Serve as a key point of communication between carriers, drivers, clients, shippers, receivers, and internal team members.
• Provide timely and professional updates regarding shipment status, delays, and issue resolution.
• Prioritize workload based on urgency and potential impact to service quality.
• Maintain a proactive, solutions-focused approach in a fast-paced transportation environment.
• Deliver a high level of customer service through consistent communication and follow-up.

Systems & Documentation

• Accurately update and maintain shipment and project information within the Transportation Management System (TMS) and other operational systems.
• Utilize industry-specific systems, reference materials, and transportation knowledge to manage client shipments.
• Maintain accurate records and documentation throughout the shipment lifecycle.
• Ensure operational information is complete, current, and communicated appropriately.

Required Qualifications

• 2-5 years of dispatch or transportation operations experience.
• Previous experience working directly with drivers is required.
• Strong customer service experience within logistics or transportation, including significant phone communication.
• Knowledge of DOT regulations and multi-state U.S. geography.
• Strong attention to detail with excellent follow-through.
• Ability to effectively manage multiple shipments, projects, and priorities simultaneously.
• Strong problem-solving skills with the ability to identify alternative solutions when challenges arise.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to communicate effectively with drivers, carriers, customers, and internal teams.
• Self-motivated and comfortable working independently with limited supervision.
• Strong organizational and time-management skills.
• Ability to perform effectively in a fast-paced, high-pressure environment.
• Proficiency with Microsoft Office, including Excel and Word.
• Fluent in English.
• High school diploma or GED required.

Preferred Qualifications

• Experience within heavy haul and/or specialized transportation.
• Bachelor's degree in Logistics or a related field, or an equivalent combination of education and experience.
• Previous CDL driving experience is a plus but not required.
• Experience working within a Transportation Management System (TMS).

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.