HES Logistics Coordinator

Job Overview & Purpose Heritage Exposition Services is looking for a motivated Logistics Specialist to join our Phoenix team. This is an opportunity to build a career with a growing, nationwide, employee-owned organization while working in a fast-paced logistics environment supporting trade shows and events across the country.

If you enjoy transportation, problem-solving, working with carriers, managing deadlines, and being part of a team where your work directly impacts the customer, we want to hear from you.

What You'll Do As a Logistics Specialist, you will help manage transportation from initial quote through final delivery. You will work directly with carriers, Heritage operations teams, account teams, warehouses, and event personnel to make sure freight arrives on time, at the right place, and at the right cost.

Reports to: HES Logistics Manager

Primary Responsibilities Key Responsibilities & Duties Solicit and quote domestic shipping services including air, LTL/FTL, van line, flatbed, and caravan

Coordinate inbound and outbound shipments to meet show schedules, ensuring alignment with production and operations

Provide routing through Heritage's preferred carrier network and confirm load details with vendors

Prepare and distribute shipping documentation including Bills of Lading, shipper instructions, and required labels

Track and trace shipments from pickup through delivery, maintaining accurate records and timely communication

Maintain daily communication with account teams to align shipping status, schedule changes, and updates

Ensure margin targets and budgeted logistics cost goals are met or exceeded

Manage on-site logistics for assigned events as required, serving as a primary contact for transportation resolution

Confirm customer shipping instructions prior to booking and update carrier partners accordingly

Work with on-site Heritage personnel to obtain outbound show bills of lading and ensure proper documentation for all shipments

Check warehouse manifests to verify inbound and outbound HES Logistics shipments

Additional Responsibilities Process final invoicing and submit documentation for A/R review and follow-up

Reconcile overages, shortages, and damages (OS&D); coordinate claims processes as needed

Assist in updating carrier performance records and recommend improvements to routing or partnerships

Accurately enter shipment and tracking data into internal systems (e.g., Google Sheets, Boomer)

Support outbound logistics on-site at events approximately 2-5 days per month as scheduled

Maintain familiarity with current DOT requirements and escalation procedures

Support cross-branch logistics needs and inter-branch transfers, communicating regularly with national logistics leadership

Contribute to process improvements by suggesting updates to logistics-related SOPs

Treat all internal and external partners with courtesy and professionalism, aligned with Heritage's H-Hour service commitment

Work Environment & Physical Demands The position requires regular work from the Phoenix branch as well as occasional travel to support events. Approximately 8-10 days of event-related travel per month may be required. Because the trade show industry operates around event schedules, occasional evening or weekend work may also be necessary.

Frequent sitting, standing, walking, typing, and use of phone and computer systems. Occasional bending, reaching, twisting, carrying, pushing, pulling, and lifting of up to 25 lbs.

Heritage Exposition Services is a DRUG-FREE WORKPLACE and requires pre-employment drug and background screenings.

Requirements Required Skills & Qualifications Required: 1+ year experience in transportation logistics or customer-facing freight operations

Proficiency in Microsoft Office (Outlook, Excel, Word) and web-based freight platforms

Strong written and verbal communication skills

Experience managing deadlines in a high-pressure, service-oriented environment

Strong organizational skills and attention to detail

Preferred: Experience with LTL/FTL rating and booking tools

Trade show, event, or production logistics experience

Familiarity with Boomer Software or CRM systems

College degree in Logistics, Business, or related field (or equivalent work experience)

Benefits Health Care Plan (Medical, Dental & Vision)

Retirement Plan (401(k)) with employer match when applicable

Employee Stock Ownership Plan (ESOP) - eligible employees participate in the company's long-term growth and success

Paid Time Off (Vacation, Sick & Paid Holidays)

Training & Professional Development

Career growth opportunities within a nationwide, employee-owned organization

Heritage Exposition Services is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other protected status under applicable laws. All employment decisions are based on qualifications, merit, and business needs.

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