HES Logistics Coordinator at HERITAGE in Phoenix, AZ

Job Overview & Purpose

The Logistics Specialist is responsible for quoting, booking, tracking, and resolving transportation needs for both regional and national events. This includes managing third-party carriers, ensuring timely pickup and delivery, supporting on-site logistics coordination, and collaborating closely with Account Teams, Inside Operations, and National Logistics to ensure seamless execution across all stages of an event’s transportation cycle. The position plays a critical role in maintaining cost efficiency, service consistency, and real-time communication throughout the transportation lifecycle.

Reports to: HES Logistics Manager

Key Responsibilities & Duties

Primary Responsibilities

• 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

This position is full-time and in-person, requiring on-site and branch support, as well as travel for event-based logistics coordination. Work outside normal business hours (evenings/weekends) may be required based on event schedules.

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.

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).

At Heritage Exposition Services, we require all team members to uphold our H-Hour Service commitment, ensuring that every client receives the highest quality experience—no exceptions. Our team is dedicated to excellence, responsiveness, and professionalism in every interaction, maintaining the standards that set us apart in the industry.

• 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.