Operations Shipping and Receiving Coordinator

Position: Operations Shipping & Receiving Coordinator

Status: Regular, Full-time, Non-Exempt

Department: Campus Operations

Reports to: Operations & Student Work Director

Salary: $24.00/hour

Schedule:

8 a.m. - 4:30 p.m. Monday – Friday with the ability to flex shift based on team priorities.

Description: The Operations Shipping & Receiving Coordinator manages the daily logistical operations of the college’s centralized mailroom, loading dock, and distribution hub. This position is responsible for ensuring that all incoming and outgoing packages, freight shipments, and campus mail are accurately processed, tracked, and safely distributed to academic departments, administrative offices, and student mailroom. This role supports the college’s mission by maintaining campus infrastructure and appearance in accordance with Paul Smith's College safety, operational, and customer service standards.

Duties & Responsibilities:

• Unload, inspect, and verify all incoming commercial freight, specialized academic equipment, and parcel deliveries (UPS, FedEx, DHL, USPS) against purchase orders and packing slips for accuracy and damage.

• Log all received items into the college's centralized tracking software, ensuring accurate data entry of tracking numbers, recipient names, and department codes.

• Identify, document, and handle specialized deliveries, including laboratory chemicals or sensitive equipment, and coordinate immediately with campus laboratory safety and environmental health designee for proper staging.

• Prepare, weigh, and label all outbound institutional freight, parcel shipments, and certified mailings using optimized, cost-effective shipping methods.

• Generate accurate bills of landing, manifests, and required shipping documentation; coordinate direct pickups with commercial freight dispatchers and regional couriers.

• Ensure all outgoing items—ranging from delicate biological field samples to heavy facility parts—are safely packaged, palletized, and secured for transit according to carrier guidelines.

• Coordinate the sorting and secure cross-campus delivery schedules of packages and critical supplies to academic buildings, administrative complexes, and student residence hubs.

• Train others in mailing procedures across the college to ensure smooth and accurate mail distribution.

• May provide backup mail distribution within key offices to ensure smooth and accurate mail distribution throughout the college.

• Maintain a clean, organized, and logically indexed warehouse/dock staging footprint to maximize safety and prevent asset misplacement.

• Monitor and order necessary shipping materials, pallets, boxes, and mailroom fulfillment supplies to keep daily operations running seamlessly.

• Serve as the primary institutional point of contact for resolving delivery disputes, damaged shipments, or lost freight directly with vendors and transit carriers.

• Audit and process monthly shipping invoices, ensuring delivery charges are accurately allocated to corresponding departmental budget codes.

• May provide backup duties to other roles within Campus Operations.

• Perform other duties as assigned by the Operations & Student Work Director.

Qualifications:

• High school diploma or equivalent required.

• Minimum of 2 to 3 years of professional experience in warehouse operations, shipping and receiving logistics, commercial loading dock management, or inventory control.

• Must possess or obtain within 30 days of hire, any required OSHA trainings or certifications.

• Experience in operating pallet jacks and hand trucks is required.

• Proficiency with digital inventory databases, postal shipping software, enterprise asset management systems, and Microsoft Office Suite/Google Workspace.

• Excellent organizational skills with a proven track record of handling high-volume documentation, tracking data, and inventory audits with zero error rates.

• Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community.

• Active driver’s license and driving record acceptable to our insurance carrier.

Physical Requirements:

Environmental Conditions

• Regular exposure to variable weather conditions on unconditioned loading docks and outdoor staging areas.

Lifting and Carrying

• Constant heavy lifting (frequently up to 50 lbs, occasionally up to 70 lbs) of boxes, freight, and equipment parcels.

Mobility

• Constant standing, walking, bending, and reaching across warehouse and loading dock floor plans.

Dexterity and Hand-Eye Coordination

• Frequent operation of forklifts, motorized lifts, pallet jacks, and delivery vehicles requiring strong coordination and manual control.

• Fine motor skills for utilizing high-volume tracking systems and postal shipping software.

Sensory Requirements

• Good vision and alertness to maintain strict inventory controls, inspect inbound logistics for damages, and safely execute loading dock and equipment operations.

Paul Smith’s College is an equal opportunity employer. Position descriptions are created that focus on essential functions, using inclusive language, and avoid unnecessary or discriminatory requirements.

Applicants will be reviewed promptly and the search will move quickly, so do not delay in submitting applications.