Shipping and Receiving Coordinator

Job Description

Job Description

Position Summary: 
The Shipping and Receiving Coordinator is responsible for managing the daily inbound and outbound shipments within the warehouse. This role ensures accuracy in inventory movement, proper documentation, timely shipping and receiving processes, and coordination with carriers, internal departments, and customers. The ideal candidate will have strong organizational and communication skills and thrive in a fast-paced 3PL environment.

Essential Duties and Responsibilities:

• Coordinate and schedule inbound and outbound freight deliveries and pickups.
• Maintain precise records of all incoming and outgoing shipments.
• Prepare and process shipping and receiving documentation, including bills of lading, shipping labels, invoices, images of product and inventory logs.
• Accurately input and update inventory data in warehouse management and CRM systems and databases.
• Communicate with carriers, vendors, and internal teams regarding delays, changes or discrepancies.
• Respond promptly to inquiries regarding inventory, order status, and shipping schedules.
• Conduct inspections of received goods for damage or discrepancies and escalate as needed.
• Perform general administrative support tasks such as filing, scanning, and archiving records.
• Monitor and manage shared team mailboxes; assign and route tasks appropriately.
• Participate in continuous improvement initiatives to optimize logistics workflows and client service processes.
• Process urgent or expedited shipment requests from our customers.

• Generate reports and provide actionable insights to support operations and decision-making.
• Complete end-of-day administrative duties to maintain workflow continuity and organization.
• Proactively collaborate across departments to support organizational goals and enhance efficiency.

Required Qualifications: 

• High school diploma or equivalent.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and Outlook.
• 2+ years of experience in shipping and receiving or warehouse operations.
• Excellent written and verbal communication skills; able to communicate professionally with clients, team members, and external partners.
• Strong interpersonal skills and a collaborative, team-oriented mindset.
• Excellent grammar, spelling, phone etiquette, and email professionalism.
• Highly organized with strong prioritization and time management skills.
• Analytical and detail-oriented with the ability to identify and resolve discrepancies.
• Capable of managing multiple tasks simultaneously in a fast-paced environment with frequent changes.
• Demonstrated ability to think critically, solve problems quickly, and exercise sound judgment.
• Strong customer service skills: able to serve as a point of contact for major clients and ensure high-quality service delivery.
• Comfortable working independently and taking ownership of responsibilities with minimal supervision.
• Ability to liaise effectively across departments including transportation, customer service, IT, and warehouse teams.
• Proactive in identifying service issues and contributing to continuous improvement initiatives.
• Familiarity with CMR’s/WMS platforms and client portal.

Preferred Qualifications:

• Experience working in a 3PL or logistics environment.
• Familiarity with various carrier platforms (UPS, FedEx, LTL).
• Bilingual in English and Spanish is a plus.

Physical Demands: 

• Regularly required to sit, stand, and use hands for typing, filing, and other repetitive tasks. 
• Occasionally required to lift or move objects up to 25 pounds. 
• May require extended periods of sitting or standing while completing assignments. 

Work Environment: 

• Fast-paced warehouse environment.
• Exposure to standard to moderate noise levels. 

Travel Requirements: 

• No travel. 

Equipment Used:

• Standard office equipment such as computers, printers, and phones. 
• Logistics and scheduling software platforms. 
• Occasionally, use handheld scanners or other warehouse tools. 

Supervisory Responsibilities: 

• This position does not include supervisory responsibilities. 

Benefits Offered: 

• Medical/Dental/Vision Insurance- First of the month after 30 days of employment 
• 401K with company match 
• PTO and Holiday eligibility on the date of hire 
• Weekly Pay 
• Full Grant Tuition & Tuition Reimbursement 

Hayes Company/Knight Swift Warehousing and Fulfillment is an equal opportunity employer and considers qualified applicants for employment regardless of race, gender identity, gender expression, age, color, religion, disability, veteran's status, sexual orientation, or any other protected factor.