Shipping & Receiving Clerk

Job Description

Job Description

Job Summary:

The Shipping & Receiving Coordinator ensures accurate, timely, and compliant handling of all incoming and outgoing gauges and equipment. This role is critical to maintaining calibration workflow integrity, chain of custody, and adherence to internal SOPs and ISO/IEC 17025 requirements. The position involves receiving inspection, documentation, internal routing, packaging, logistics coordination, and final shipment of calibrated equipment, while occasionally supporting local pickups and deliveries using company vehicles.

This is a full-time position scheduled for 8:00 AM to 4:30 PM, with a 30-minute unpaid lunch and two 15-minute breaks. Work hours are subject to change based on business needs. Situations requiring schedule adjustments may include, but are not limited to customer delivery requirements, customer pickups or drop-offs, transportation company routing changes, and internal or external reporting deadlines.

Essential Duties and Responsibilities:

General Handling, Receiving, and Storage:

- Read, understand, and implement company quality policy and procedures in all job functions

- Follow procedures outlined in QP-2 – Handling, Receiving, and Storage of IM&TE, and QP-10 – Control of IM&TE and Consumable Standards, which establish company-wide standards for inspection, transport, storage, FIFO handling, and final shipping procedures across all calibration labs

- For labs using the Sesame gage management system (such as the Cal-Tec Group), also adhere to SOP 301-2 and SOP 301-3, which include unique procedural steps for:

- Work order initiation and client selection within the Sesame database

- Gage ID assignment when none is provided by the customer

- Entry of purchase orders, calibration due dates, special instructions, and turnaround requirements

- Workflow documentation that supports internal and customer-specific traceability

- Protect clients’ confidential information and proprietary rights, including procedures, drawings, and calibration results

- Inspect all incoming packages for visible damage; document findings, including photographs when applicable, and notify customers before proceeding

- Match contents against shipping documentation or purchase orders; resolve discrepancies prior to intake

- Ensure all items are appropriately identified via serial number or gage ID; engrave or label if missing

- Log and tag all incoming assets in the appropriate system (IndySoft or Sesame) and assign to the correct department or shelf per FIFO requirements

- Clean incoming gauges as necessary prior to technician handling- Store and transport equipment in accordance with environmental and security controls as described in QP-2

- Maintain a clean, organized, and access-controlled shipping and receiving area

Receiving Duties:

- Verify incoming equipment against customer shipping reports and packing slips

- Contact customers to clarify discrepancies or special requirements- Initiate and document work orders using the appropriate gage management system (IndySoft or Sesame)

- Ensure correct customer data, PO numbers, recall dates, and special instructions are documented

- Assign gage IDs as required, following documented procedures

- Route gauges to the proper calibration department or staging shelf with appropriate paperwork

Shipping Duties:

- Ensure all calibration work is complete, paperwork is accurate, and stickers/certificates are finalized- Package all items securely per QP-2 and SOP 303-2, including anti-static protection and labeling for fragile instruments

- Complete and attach packing lists, calibration certificates, and shipping reports

- Generate carrier labels (UPS/FedEx), prepare for pickup, and confirm tracking info- Obtain proof of delivery when dropping off equipment and retain signed shipping reports for invoicing support

Logistics and Driving:

- Schedule pickups and drop-offs with external carriers and internal departments

- Drive company vehicles to perform pickups and deliveries as needed

- Maintain a valid driver’s license and follow all company vehicle operation policies

Required SOP/Procedure Knowledge:

- QP-2 – Handling, Receiving, and Storage of IM&TE

- QP-10 – Control of IM&TE and Consumable Standards

- SOP 301-2 / SOP 301-3 – Receiving Procedures for Sesame Users (Cal-Tec Group)

- SOP 303-2 – Shipping

Qualifications:

- High School Diploma or GED required

- 1+ year of experience in shipping, receiving, logistics, or inventory control preferred

- Familiarity with calibration, metrology, or ISO/IEC 17025 environments is a plus

- Basic computer proficiency; experience with IndySoft or Sesame is advantageous

- Strong attention to detail, organizational skills, and ability to work independently

- Must be able to lift and move packages and utilize carts and dollies as needed

- Valid driver's license required

Additional duties as assigned based on business needs:

- May participate in periodic inventory or internal audits as needed