Document Procurement Supervisor

Job Summary:

The Document Procurement Supervisor oversees the daily operations of the document procurement team within a fast-paced logistics environment. This role ensures timely, accurate processing of transportation documentation while driving workflow consistency, service-level adherence, and continuous improvement. The Supervisor provides hands-on leadership, supports exception resolution, and partners closely with cross-functional teams to maintain operational efficiency and data integrity across the document lifecycle.

Key Responsibilities:

Team Leadership & Oversight

Supervise, mentor, and develop a team of Document Procurement Specialists, providing coaching, training, and performance feedback.

Assign and manage daily workloads to ensure consistent achievement of service-level agreements (SLAs), including the 24-hour document processing requirement.

Monitor team performance, identify skill gaps, and implement development plans to strengthen accuracy, speed, and problem-solving capabilities.

Operational Management

Oversee the team's use of the Transflo Workflow AI tool to manage, review, and resolve documentation exceptions efficiently.

Ensure proper navigation and utilization of the Transportation Management System (TMS) to accurately match incoming paperwork to the correct loads.

Serve as the escalation point for complex documentation discrepancies, system errors, or operational barriers.

Cross-Functional Collaboration

Partner with front office teams to validate load details, clarify discrepancies, and ensure documentation accuracy.

Coordinate with support teamsincluding IT, Operations, and Vendor Relationsto resolve system issues and maintain workflow continuity.

Communicate documentation requirements and process updates clearly across departments.

Quality, Compliance & Continuous Improvement

Ensure consistent adherence to documentation standards, internal controls, and operational procedures.

Review exception patterns, identify root causes, and lead initiatives to improve accuracy, reduce rework, and streamline workflows.

Maintain and oversee tracking of Transflo system errors and exceptions to support troubleshooting and long-term process enhancements.

Recommend and implement improvements to digital tools, automation workflows, and documentation processes.

Reporting & Data Integrity

Monitor and report on team performance metrics, SLA compliance, and exception trends.

Ensure accurate data entry, document assignment, and record maintenance within TMS and related systems.

Support audit readiness by maintaining organized, complete, and compliant documentation records.

Required Qualifications

3+ years of experience in transportation, logistics, freight operations, or document processing.

Experience working with TMS platforms, document workflow tools, and digital processing systems.

Strong attention to detail with the ability to manage tight SLAs and high-volume workflows.

Demonstrated analytical ability to identify trends, root causes, and improvement opportunities.

Effective communication skills for cross-functional coordination and team leadership.

Prior experience in a lead or supervisory capacity is preferred.

Working Conditions

Full-time position with occasional extended hours based on deadlines, volume spikes, or project needs.