Shipping and Receiving Coordinator

About this position

Panatrol is an industrial controls integrator headquartered out of the Chicago area. Since 1978, Panatrol has delivered innovative and dependable solutions for a variety of industrial applications. The company has grown from servicing a small regional base of customers to working on some of the largest controls and integration projects in North America.

About the role

We are seeking an experienced, dependable, and proactive Parts Coordinator to support our manufacturing and project operations. This role is responsible for keeping materials and shipments moving from purchase through receiving, project staging, inventory, production support, and final shipment. The coordinator will balance hands‑on shipping and receiving duties with freight coordination, vendor communication, inventory control, purchasing support, and awareness of production schedules. The successful candidate will work closely with Purchasing, Engineering, Operations, Production, vendors, freight carriers, and delivery personnel to identify material risks early, resolve shortages, and help prevent parts or shipping issues from delaying customer commitments.

What You'll Do :

• Coordinate UPS/parcel, LTL, vendor-direct, dedicated, and specialized freight shipments for parts, equipment, and completed projects.
• Obtain and compare freight quotations, select dependable carriers, schedule pickups and deliveries, and track shipments when required.
• Prepare and verify Bills of Lading, packing slips, shipping labels, and other required shipment documentation.
• Package, wrap, label, secure, palletize, skid, crate, or otherwise prepare materials and equipment for safe, professional transport.
• Assist with loading outgoing freight and ensure shipments are properly protected and secured.
• Maintain an organized shipping and staging area and strong working relationships with freight carriers, drivers, and logistics partners.
• Receive palletized, crated, boxed, oversized, and other incoming deliveries; unload trucks safely using approved material‑handling equipment when trained and authorized.
• Verify quantities, part numbers, descriptions, condition, Purchase Orders, and vendor documentation for all incoming material.
• Record receiving information accurately in physical and electronic records and the company’s material/parts management system.
• Identify shortages, overages, incorrect parts, damaged material, or missing items immediately and coordinate corrections, replacements, credits, or additional shipments with vendors.
• Label and organize received material by project/job number and keep project materials grouped, visible, traceable, and available for Production.
• Coordinate placement of material into receiving, inventory, project staging, or production locations to prevent items from being misplaced or mixed between jobs.
• Review outstanding materials for upcoming builds and compare vendor lead times and expected delivery dates against production and project requirements.
• Proactively follow up with suppliers when deliveries are at risk and request improved or expedited dates when necessary.
• Communicate material risks early to Purchasing, Operations, Production, Engineering, or management before shortages result in work stoppages.
• Check company inventory for available material and, when authorized, help determine whether material assigned to another job can temporarily support a higher‑priority need.
• Coordinate replacement of temporarily reassigned material once new material arrives.
• Work with suppliers, Purchasing, and Engineering to identify alternate sources or suitable substitute components when original parts cannot meet the required schedule.
• Monitor frequently used components and hardware, help establish reasonable minimum stock levels, and support periodic inventory counts and reconciliation.
• Identify excess, obsolete, or slow‑moving inventory and look for practical opportunities to use existing stock before purchasing additional material.
• Maintain orderly inventory locations and improve material visibility and accuracy.
• Communicate directly with vendor inside/outside sales representatives regarding pricing, availability, lead times, substitutions, delivery options, and urgent requirements.
• Build strong supplier relationships, understand vendor capabilities and typical lead times, and follow open issues through resolution.
• Provide backup purchasing support, including smaller purchase requests, obtaining pricing and availability, locating difficult‑to‑find parts, and communicating supplier commitments and delays.
• Coordinate returns of incorrect, defective, excess, or unnecessary material and obtain RMA/RGA authorization when required.
• Prepare return shipments, arrange freight or parcel transportation, update the parts management system, and coordinate credits, replacements, or corrective actions with Purchasing and vendors.

Requirements :

• High school diploma or equivalent required. Associate degree, technical education, logistics/supply chain coursework, or related training preferred but not required.
• Approximately 2-4 years of relevant experience in shipping and receiving, manufacturing logistics, warehouse operations, inventory control, material coordination, purchasing support, freight coordination, industrial distribution, or manufacturing operations preferred.
• Experience in industrial manufacturing, electrical control panels, automation, machinery, fabrication, OEM, construction equipment, or other project‑based manufacturing environments strongly preferred.
• Experience working from Purchase Orders and Bills of Material is highly desirable.
• Experience creating Bills of Lading, coordinating LTL freight, and using ERP, MRP, inventory, or job‑based material management systems preferred.
• Forklift or powered industrial truck experience preferred. Company training and authorization are required before operating equipment.
• Candidates with less experience may be considered when they demonstrate strong hands‑on knowledge of shipping, receiving, inventory, and supplier coordination.
• Strong organization, attention to detail, follow‑through, and ability to manage multiple priorities without sacrificing accuracy.
• Ability to verify part numbers, quantities, Purchase Orders, receiving records, shipping documentation, and project assignments accurately.
• Strong written and verbal communication skills and confidence communicating directly with vendors, freight companies, drivers, and internal teams.
• Ability to professionally press suppliers for improved delivery dates and elevate issues appropriately when schedules are at risk.
• Strong problem‑solving judgment, including knowing when to involve Purchasing, Engineering, Operations, Production, or management.
• Working knowledge of Microsoft Excel and Outlook; familiarity with shipping carrier websites, UPS/parcel systems, LTL portals, electronic receiving systems, and ERP/MRP or parts management software.
• Knowledge of parcel shipping, LTL freight, freight quotations, Bills of Lading, packing lists, freight classifications, pallet/skid preparation, shipment tracking, receiving inspections, material staging, and vendor‑direct shipments.
• Comfort learning industrial part numbers and communicating technical material questions. Familiarity with electrical and automation components such as breakers, PLC components, control panel hardware, terminal blocks, relays, contactors, power supplies, drives/VFD components, enclosures, motors, hardware, and fasteners is beneficial; detailed engineering knowledge is not required.

Behaviors/Work Environment/Physical Requirements:

All Panatrol employees must have uncompromising integrity and ethical standards.

• Accountability and Reliability. Our employees must work reliably under pressure to keep on task and meet deadlines.
• Passionate, Energetic, and Enthusiastic. Our employees possess a high‑energy level, focusing on execution with measurable results. We exhibit a “can‑do attitude” to maintain enthusiasm and provide encouragement by our demeanor.
• Strong Work Ethic. Our employees are fully committed and willing to do whatever it takes to drive the team and company brand into the future. Work/life balance is encouraged at Panatrol with the expectation that team members give 110% effort on the job. Panatrol is a fast‑paced environment, and it is critical that our employees are driven to succeed.
• Supportive. Our employees possess emotional intelligence and common sense to support team members and appreciate the value of our culture and company.
• Physical. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Federal law obligates us to provide reasonable accommodation to the known disabilities of employees, unless to do so would pose an undue hardship. Please let us know as soon as possible if you need an accommodation to complete these listed essential functions.

Panatrol is an industrial controls integrator headquartered out of the Chicago area. Since 1978, Panatrol has delivered innovative and dependable solutions for a variety of industrial applications. The company has grown from servicing a small regional base of customers to working on some of the largest controls and integration projects in North America.

About the role

We are seeking an experienced, dependable, and proactive Parts Coordinator to support our manufacturing and project operations. This role is responsible for keeping materials and shipments moving from purchase through receiving, project staging, inventory, production support, and final shipment. The coordinator will balance hands‑on shipping and receiving duties with freight coordination, vendor communication, inventory control, purchasing support, and awareness of production schedules. The successful candidate will work closely with Purchasing, Engineering, Operations, Production, vendors, freight carriers, and delivery personnel to identify material risks early, resolve shortages, and help prevent parts or shipping issues from delaying customer commitments.

What You'll Do :

• Coordinate UPS/parcel, LTL, vendor-direct, dedicated, and specialized freight shipments for parts, equipment, and completed projects.
• Obtain and compare freight quotations, select dependable carriers, schedule pickups and deliveries, and track shipments when required.
• Prepare and verify Bills of Lading, packing slips, shipping labels, and other required shipment documentation.
• Package, wrap, label, secure, palletize, skid, crate, or otherwise prepare materials and equipment for safe, professional transport.
• Assist with loading outgoing freight and ensure shipments are properly protected and secured.
• Maintain an organized shipping and staging area and strong working relationships with freight carriers, drivers, and logistics partners.
• Receive palletized, crated, boxed, oversized, and other incoming deliveries; unload trucks safely using approved material‑handling equipment when trained and authorized.
• Verify quantities, part numbers, descriptions, condition, Purchase Orders, and vendor documentation for all incoming material.
• Record receiving information accurately in physical and electronic records and the company’s material/parts management system.
• Identify shortages, overages, incorrect parts, damaged material, or missing items immediately and coordinate corrections, replacements, credits, or additional shipments with vendors.
• Label and organize received material by project/job number and keep project materials grouped, visible, traceable, and available for Production.
• Coordinate placement of material into receiving, inventory, project staging, or production locations to prevent items from being misplaced or mixed between jobs.
• Review outstanding materials for upcoming builds and compare vendor lead times and expected delivery dates against production and project requirements.
• Proactively follow up with suppliers when deliveries are at risk and request improved or expedited dates when necessary.
• Communicate material risks early to Purchasing, Operations, Production, Engineering, or management before shortages result in work stoppages.
• Check company inventory for available material and, when authorized, help determine whether material assigned to another job can temporarily support a higher‑priority need.
• Coordinate replacement of temporarily reassigned material once new material arrives.
• Work with suppliers, Purchasing, and Engineering to identify alternate sources or suitable substitute components when original parts cannot meet the required schedule.
• Monitor frequently used components and hardware, help establish reasonable minimum stock levels, and support periodic inventory counts and reconciliation.
• Identify excess, obsolete, or slow‑moving inventory and look for practical opportunities to use existing stock before purchasing additional material.
• Maintain orderly inventory locations and improve material visibility and accuracy.
• Communicate directly with vendor inside/outside sales representatives regarding pricing, availability, lead times, substitutions, delivery options, and urgent requirements.
• Build strong supplier relationships, understand vendor capabilities and typical lead times, and follow open issues through resolution.
• Provide backup purchasing support, including smaller purchase requests, obtaining pricing and availability, locating difficult‑to‑find parts, and communicating supplier commitments and delays.
• Coordinate returns of incorrect, defective, excess, or unnecessary material and obtain RMA/RGA authorization when required.
• Prepare return shipments, arrange freight or parcel transportation, update the parts management system, and coordinate credits, replacements, or corrective actions with Purchasing and vendors.

Requirements :

• High school diploma or equivalent required. Associate degree, technical education, logistics/supply chain coursework, or related training preferred but not required.
• Approximately 2-4 years of relevant experience in shipping and receiving, manufacturing logistics, warehouse operations, inventory control, material coordination, purchasing support, freight coordination, industrial distribution, or manufacturing operations preferred.
• Experience in industrial manufacturing, electrical control panels, automation, machinery, fabrication, OEM, construction equipment, or other project‑based manufacturing environments strongly preferred.
• Experience working from Purchase Orders and Bills of Material is highly desirable.
• Experience creating Bills of Lading, coordinating LTL freight, and using ERP, MRP, inventory, or job‑based material management systems preferred.
• Forklift or powered industrial truck experience preferred. Company training and authorization are required before operating equipment.
• Candidates with less experience may be considered when they demonstrate strong hands‑on knowledge of shipping, receiving, inventory, and supplier coordination.
• Strong organization, attention to detail, follow‑through, and ability to manage multiple priorities without sacrificing accuracy.
• Ability to verify part numbers, quantities, Purchase Orders, receiving records, shipping documentation, and project assignments accurately.
• Strong written and verbal communication skills and confidence communicating directly with vendors, freight companies, drivers, and internal teams.
• Ability to professionally press suppliers for improved delivery dates and elevate issues appropriately when schedules are at risk.
• Strong problem‑solving judgment, including knowing when to involve Purchasing, Engineering, Operations, Production, or management.
• Working knowledge of Microsoft Excel and Outlook; familiarity with shipping carrier websites, UPS/parcel systems, LTL portals, electronic receiving systems, and ERP/MRP or parts management software.
• Knowledge of parcel shipping, LTL freight, freight quotations, Bills of Lading, packing lists, freight classifications, pallet/skid preparation, shipment tracking, receiving inspections, material staging, and vendor‑direct shipments.
• Comfort learning industrial part numbers and communicating technical material questions. Familiarity with electrical and automation components such as breakers, PLC components, control panel hardware, terminal blocks, relays, contactors, power supplies, drives/VFD components, enclosures, motors, hardware, and fasteners is beneficial; detailed engineering knowledge is not required.

Behaviors/Work Environment/Physical Requirements:

All Panatrol employees must have uncompromising integrity and ethical standards.

• Accountability and Reliability. Our employees must work reliably under pressure to keep on task and meet deadlines.
• Passionate, Energetic, and Enthusiastic. Our employees possess a high‑energy level, focusing on execution with measurable results. We exhibit a “can‑do attitude” to maintain enthusiasm and provide encouragement by our demeanor.
• Strong Work Ethic. Our employees are fully committed and willing to do whatever it takes to drive the team and company brand into the future. Work/life balance is encouraged at Panatrol with the expectation that team members give 110% effort on the job. Panatrol is a fast‑paced environment, and it is critical that our employees are driven to succeed.
• Supportive. Our employees possess emotional intelligence and common sense to support team members and appreciate the value of our culture and company.
• Physical. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Federal law obligates us to provide reasonable accommodation to the known disabilities of employees, unless to do so would pose an undue hardship. Please let us know as soon as possible if you need an accommodation to complete these listed essential functions.

The pay range for this role is: 25.50 - 26.40 USD per hour(IL Office )