Inbound Freight Specialist

ShipMonk isn't just a 3PL — we're the tech-powered growth partner for ecommerce brands, running 12+ owned fulfillment centers across the US, Canada, the UK, and Europe so our merchants can stress less and grow more.

Position Overview

The Inbound Freight Specialist is responsible for managing the end-to-end delivery appointment

scheduling process across ShipMonk's fulfillment center network. Using the DataDocks scheduling

portal as the primary platform, this role serves as the central point of coordination between carriers,

freight brokers, merchants, and warehouse operations teams. The Specialist ensures that merchant

inventory arrives on time and without delays by maintaining accurate appointment calendars,

enforcing scheduling requirements, and resolving exceptions swiftly.

Key Responsibilities

Appointment Management

• Monitor and manage the DataDocks scheduling portal throughout the day, approving and

canceling appointments across all active ShipMonk warehouse locations (US, Canada,

Czech Republic, and UK).

• Review all pending appointments to verify accuracy — including ASN, pallet/carton counts,

load type, and BOL alignment — before approving.

• Identify and flag potential duplicate appointments; communicate with carriers via the

DataDocks Messages feature and hold in pending status until confirmed.

• Enforce appointment requirements: 5+ pallets or 30+ floor-loaded cartons require a

scheduled appointment at least 24 hours in advance (with merchant-specific exceptions).

• Ensure a minimum two-hour interval is maintained between floor-load appointments, and

that floor-load slots are scheduled at the start of the day where possible.

• Cancel appointments that fall below minimum thresholds, documenting reasons in

appointment notes.

• Maintain accurate notes for all appointment changes, including the name of the requester for

record-keeping purposes.

Carrier Merchant Communication

• Serve as the primary point of contact for carriers and brokers via the

appointments@shipmonk.com inbox, DataDocks Messages, and warehouse-specific Slack

dock channels.

• Guide carriers new to DataDocks through the three-step onboarding process for accessing

and booking within the portal.

• Respond to inquiries regarding appointment status, receiving hours, pallet/carton

requirements, and scheduling availability using established email signature templates.

• Direct freight-related inquiries to the appropriate team (Transportation, Support, Logistics)

based on the nature of the request.

• Collect required shipment details (ASN, destination, load type, pallet/carton count) when

information is missing, and escalate if unresolved within 24 hours of the appointment

DataDocks Portal Administration

• Perform bulk ASN/PO uploads to DataDocks three times daily (9:30 AM, 12:30 PM, 3:30

PM) using exported data from Metabase and the standardized upload template.

• Manually add individual ASNs to DataDocks when bulk upload timing does not capture

newly created ASNs.

• Perform company/merchant bulk uploads to keep active account data current in the portal.
• Maintain and update inbound receiving hours, daily capacity limits (pallets and floor loads),

and blocked dates for holidays and peak periods across all locations.

• Onboard new ShipMonk warehouse sites to DataDocks by gathering site information,

coordinating with the DataDocks team, creating Slack dock channels, and conducting ops

training sessions.

• Manage DataDocks user access for operations teams — up to 10 active users per site —

and maintain the Ops User List.

Exception Handling

• Evaluate exception requests from merchants and carriers who are unable to book their

preferred delivery date due to capacity constraints.

• Check the DataDocks calendar for availability and, when capacity is at or near threshold,

post requests to the appropriate Slack dock channel tagging Inbound Leads, the Ops

Manager, and the merchant's Happiness Engineer.

• Communicate exception outcomes (approved or declined) to the requesting party and

update appointments accordingly.

• Manage merchant-specific exceptions, including unique scheduling rules for accounts such

as Brooklinen/Marlowe, Cocokind, Dr. Squatch, Ooni, Il Makiage, Spoiled Child, and Fresh

Clean Tees.

Reporting Capacity Monitoring

• Generate and distribute the weekly Appointment Product Summary Report to the

Transportation team, covering all completed appointments with key metrics including wait

time, processing time, turnaround, and average quantities.

• Produce and share the daily Inbound Capacity Output each morning, reflecting current pallet

and floor-load scheduled volumes per location versus daily thresholds.

• Flag locations exceeding 75% capacity in the daily output, note pending exception requests,

and notify the Transportation Manager of any at-risk situations.

• Post the Inbound Capacity Output to both the logistics Slack channel and each individual

dock channel.

Operations Coordination

• Maintain clear communication with wareh…