Sales and Logistics Coordinator Full Time NEW

Company Description

Vectra Heavy Haulers is a specialized trucking company dedicated to transporting oversized and overweight freight across North America. Based in Ontario and with an office in Alberta, we prioritize customer satisfaction by delivering tailored solutions for complex freight needs. Recognized for our expertise and adherence to safety regulations, we ensure timely and secure delivery of every load. Our team leverages advanced technology and deep industry knowledge to execute projects of all sizes efficiently. We are committed to building long-term client relationships through exceptional service, reliability, and results.

Role Description

We are seeking a highly motivated, sharp, and deeply organized logistics professional to join us as a Sales and Logistics Coordinator on a dedicated contractor basis. You will take control of freight quote intake, order entry/execution, driver/carrier communication, and full-lifecycle 3PL brokerage operations. If you thrive in a fast-paced environment where speed-to-quote wins the day, this contract offers excellent income potential and operational independence.

Key Responsibilities

• Quoting & Spot Bid Acquisition: Review incoming customer emails and submit spot bids and actively monitor load boards for open freight, contacting posting sources to aggressively secure new business.
• Capacity Posting & Internal Tracking: Post available truck capacity to load boards every morning. Continually update our internal Inbound Report as asset units are booked or shipment statuses change.
• Transportation Management System (TMS) Entry: Accurately input new orders into our Rose Rocket (RR) TMS to ensure all mandatory cargo specs, loading dimensions, weight restrictions, PAPS/PARS details, and equipment condition protocols are fully logged.
• 3PL Brokerage Operations: Own the lifecycle of Third-Party Logistics (3PL) when asset capacity is unavailable. Ensure high-value loads (exceeding $100,000 CAD) are explicitly stated to potential carriers upfront.
• Carrier Sourcing & Strict Safety Vetting: Source partner carriers through internal carrier networks and premium load boards (Load Link for Canadian/Cross-Border, Truckstop for US/Cross-Border). Vet carriers through RMIS and Safer Watch.
• Cross-Border & Operational Compliance: Establish Trucker Tools tracking on 100% of shipments. Collect and upload customs documents into Rose Rocket immediately and route border submissions directly to Border Express, copying dispatch and the driver.
• Proactive Communications & Relationships: Cultivate strong relationships with drivers and carrier networks. Keep customers highly informed by actively alerting them to transit impacts, border clearance delays, or loading site friction within 15 minutes of identification.
• Documentation & Billing Policies: Enforce Bill of Lading (BOL) policies. Ensure carriers submit clear, signed Proof of Delivery (POD) documents within 24 hours of drop-off, upload them to the TMS in preparation for prompt billing.

Requirements & Qualifications

• Entity Status: This is an independent contractor agreement. Candidates must operate via a registered business entity.
• Independent Infrastructure: Contractors must supply their own workspace and computer hardware. All devices used to access corporate data must comply with Vectra’s strict IT security, firewall, and onboarding protocols.
• Freight Industry Expertise: Direct experience in open-deck transportation, heavy haul logistics, and heavy machinery shipping. Strong functional knowledge of specialized equipment configuration (RGNs, Step Decks, Flatbeds), loading methods (Crane vs. Drive-on/off), and divisible load weight regulations in both Canada and the USA.
• Cross-Border Logistics Mastery: Strong literacy in cross-border customs regulations, international port paperwork, T&E bonds, and PAPS/PARS entry protocols.
• Computer Savvy: High proficiency with Google Suit and Transportation related softwarres is strongly preferred.