Traffic Coordinator

Role Purpose 

The Traffic Coordinator is responsible for coordinating shipments ensuring cargo is processed accurately and on time from booking readiness through vessel loading and departure. The role manages export documentation, cut-off compliance, terminal coordination, and customer/agent communication to ensure exports meet regulatory, operational, and customer requirements. The Traffic Coordinator supports smooth vessel operations by ensuring export cargo is correctly documented, approved, and available for loading within required deadlines. 

Key Responsibilities 

1) Export Shipment Coordination 

Coordinate export shipments from booking confirmation through vessel loading and sailing. 

Monitor and manage export workflow timelines including: 

terminal receiving cut-off, 

documentation cut-off, 

VGM cut-off (where applicable), 

DG and special cargo cut-offs. 

Ensure cargo readiness and alignment with vessel schedules and export load planning. 

2) Export Documentation Management 

Prepare, validate, and process export documentation including: 

Shipping Instructions (SI) review and validation 

Draft Bills of Lading (B/L) preparation and customer confirmation 

Final B/L issuance and distribution (as per company policy) 

Export manifests and load lists 

Cargo declaration forms (as required) 

Special cargo documentation, including: 

Dangerous Goods (DG) declarations 

Reefer temperature settings confirmations 

Out-of-Gauge / Heavy lift approvals (where applicable) 

Key documentation checks include: 

correct shipper/consignee/notify party details, 

correct port codes, routing, vessel/voyage, 

commodity descriptions and cargo classifications, 

weights, measures, unit counts, 

container/unit numbers and seal numbers. 

3) Terminal, Port & Vessel Coordination 

Coordinate with terminals and port agents regarding: 

cargo receiving status, 

late gate requests, 

export rollovers, 

loading confirmations. 

Liaise with vessel planners and operations teams to confirm export cargo loading and reconcile any loading exceptions. 

4) Compliance & Regulatory Support 

Ensure export shipments comply with: 

customs export requirements, 

port authority rules, 

SOLAS/VGM requirements (where applicable), 

company SOPs and documentation standards. 

Support inspections and documentation requests from customs and port agencies as needed. 

5) Exception Handling & Customer Communication 

Identify and resolve export shipment exceptions including: 

missing/late shipping instructions, 

documentation discrepancies, 

terminal receiving issues, 

rolled cargo and rescheduling, 

special cargo acceptance issues. 

Communicate proactively with customers, freight forwarders, and internal teams regarding: 

documentation status, 

cut-off reminders, 

delays and rollovers, 

corrective action requirements. 

6) Reporting & Operational Controls 

Maintain accurate export shipment records and documentation audit trails. 

Update internal systems with correct export shipment status and documentation milestones. 

Assist with operational reporting including: 

cut-off performance, 

documentation timeliness, 

amendment frequency, 

rolled cargo tracking. 

Key Interfaces 

Customers / Shippers / Freight Forwarders 

Terminal Operators 

Port Agents / Vessel Operations Teams 

Export Traffic Team / Customer Service 

Customs Brokers / Regulatory Stakeholders (as required) 

Finance / Billing support teams (where applicable)