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Weekend Coordinator

2 weeks ago

Winnipeg, Manitoba, Canada Minaki Marina Full time

The Company

Trappers Transport Ltd. aspires to be the best-in-class provider of temperature-controlled food transportation services. We specialize in temperature-controlled warehousing, logistics, and transportation networks within Canada and the United States.

Our brand reflects our core values – great people, a great culture, and a team environment that promotes everyone to succeed. We are committed to every team member to provide training, a safe and respectful work environment, within a clean and comfortable working environment.

The Opportunity

We are currently seeking a dedicated and experienced Weekend Coordinator to join our team and oversee Continuous Improvement and Business Optimization at the Trappers Group of Companies.

The successful candidate will be responsible for providing weekend administrative support for the logistics and operations teams through accurate load tracking, proactive carrier tracing, and complete documentation reconciliation. The ideal candidate is detail-oriented, comfortable working independently, and able to manage time-sensitive tasks in a fast-paced environment while not sacrificing quality or effectiveness of communication.

Attention to detail, strong communication skills, and the ability to follow established workflow processes are essential.

Role and Responsibilities

Shipment Tracking & Tracing

  • Monitor active shipments over the weekend using TMS, GPS portals, and carrier systems.

  • Trace carriers for ETAs, arrival times, departure times, delays, appointment confirmations, and in-transit issues.

  • Physically call and speak with carriers/dispatchers to validate live driver location, confirm updates, and verify anticipated delays or on-time status.

  • Document all updates in the TMS to ensure complete weekday visibility.

  • Identify service risks and escalate appropriately across multiple departments.

Customer Support & ETA Reporting

  • Provide timely ETA updates and status reports to key customers.

  • Respond to weekend customer inquiries with accurate and complete shipment status information.

  • Communicate delays or concerns proactively and professionally.

  • Record/Report all important customer communication internally the for weekday review.

Documentation Retrieval & Reconciliation

  • Retrieve all documents and info tied to shipments and assist in retrieving outstanding documents for previously delivered shipments, including PODs, BOLs, temp logs, lumper receipts, and OS&D documentation.

  • Verify documents against shipment details for accuracy, and retrieve any missing documents or photos required with shipments.

  • Upload and reconcile documentation in the TMS/ERP systems.

  • Follow up immediately with carriers for missing or incomplete documents.

Workflow Accuracy & Administrative Support

  • Ensure shipment status updates are accurate and complete in all systems.

  • Enter detailed notes, timestamps, temperature readings, seal numbers, and communication logs.

  • Maintain clean workflows to support seamless handoff to weekday operations.

  • Assist with additional weekend reporting and special projects as required.

Exception Monitoring

  • Track OS&D issues occurring on weekends and begin document retrieval for weekday follow-up.

  • Flag appointment deviations, temperature issues, or service failures in real time.

  • Enroll non-compliant carriers into company track & trace system

  • Prepare a concise weekend summary outlining outstanding tasks, missing documents, and customer updates.

Team Collaboration

  • Support Operations, Customer Service, and 3PL teams by keeping shipment data accurate and updated.

  • Follow escalation procedures to ensure continuity of service.

  • Demonstrate strong prioritization and problem-solving skills throughout weekend workflow.

Attention to Detail

  • Ensure accuracy in all documentation, system entries, and communication.

Additional Duties

  • Perform other duties as assigned & adapt to responsibilities as business needs evolve.

Education / Knowledge

1–2 years of logistics, transportation, administrative support, or tracking/tracing experience preferred.

Customer Service Skills, and ability to speak live to individuals on the phone is necessary

Skills and Abilities

  • Strong organizational skills and attention to detail.

  • Excellent verbal and written communication skills.

  • Ability to work independently in a time-sensitive environment.

  • Strong problem-solving and initiative.

  • Proficient in Microsoft Office (Outlook, Excel, Word) and comfortable learning TMS/ERP systems.

Hours of Work

Friday through Monday, 10-hour shifts each day.

Additional coverage for holidays or peak periods may be required.

Working Conditions

Indoor office setting, working at a computer and on the phone for extended periods.

Role requires independent work with occasional high-urgency situations.

Trappers Transport is an equal opportunity employer with a strong commitment to the individual and collective growth of our employees and diversity and inclusiveness in the workplace.

We thank all candidates for their interest; however, only candidates selected for an interview will be contacted.

Job Type: Permanent

Pay: From $1.00 per year

Benefits:

  • Dental care
  • Extended health care
  • Paid time off

Application question(s):

  • This role requires working independently with minimal supervision. Are you comfortable managing responsibilities on your own?
  • What transportation or logistics systems have you used? (TMS, GPS portals, ERP systems, etc.)
  • This role requires frequent live phone calls with carriers and customers. Are you comfortable speaking on the phone to resolve time-sensitive issues?

Experience:

  • Transportation: 1 year (required)

Work Location: In person