Shipping & Logistics Coordinator

The Shipping & Logistics Coordinator is an administrative coordination role responsible for organizing, documenting, scheduling, and communicating the details required to support incoming and outgoing shipments. This role serves as the central administrative point of coordination between internal departments, customers, vendors, and transportation providers, ensuring shipment details, required documentation, approvals, and status updates are accurate, timely, and clearly communicated. The position supports the full shipment process from planning through delivery by maintaining schedules, tracking commitments, preparing records, reviewing production schedules, inventory levels, transportation capacity, and customer requirements to identify risks, and escalating issues or contingency needs when needed. The ideal candidate will bring a highly organized administrative work style, strong written communication, disciplined follow-up, attention to detail, analytical problem-solving skills, and the flexibility to support known secure or time-sensitive shipments outside standard first-shift hours when operational requirements demand it.

RESPONSIBILITIES AND TASKS OF THE POSITION:

Coordinate and maintain shipping schedules based on production readiness, customer commitments, carrier availability, and required delivery timing Maintain clear shipment records, trackers, approvals, bills of lading, packing lists, customer instructions, and other required documentation Provide timely administrative follow-up with internal departments, customers, vendors, and transportation providers to confirm readiness, pickup timing, delivery expectations, and status changes Serve as the administrative point of contact for shipment-related inquiries, documentation requests, delivery updates, and issue follow-up Coordinate transportation using internal delivery resources, third-party transportation providers, parcel/courier services, and secure or controlled transportation methods as required Support shipments with specific handling, security, customer-defined, export, government regulatory, or documentation requirements by confirming requirements are understood and completed before release Track open shipment activity and proactively communicate delays, scheduling conflicts, documentation gaps, or changes that may impact customer commitments Analyze production schedules, inventory levels, transportation capacity, and customer requirements to identify shipment risks, communicate potential impacts, and support contingency planning Coordinate incoming deliveries from vendors tied to purchase orders, including confirming delivery details, timing, and receiving capacity Prepare, review, and organize shipment documentation with a high level of accuracy for tracking, reporting, customer communication, and audit purposes Verify shipment information, quantities, labels, approvals, and required records prior to release, working with Operations or Quality when additional confirmation is needed Ensure compliance with customer specifications, government regulations, export requirements, and security procedures for sensitive or controlled products by coordinating documentation, approvals, and internal confirmations Support secure, controlled, time-sensitive, or customer-critical shipments that may require coordination outside standard 7:00 a.m.-4:00 p.m. or 8:0 a.m.-5:00 p.m. first-shift schedules Assist with international shipment coordination when needed, including documentation follow-up and communication with service providers Collaborate with Production, Planning, Customer Service, Quality, and Logistics teams to resolve shipping challenges, improve fulfillment efficiency, strengthen communication flow, and improve documentation consistency Follow all safety, ethics, security, documentation, and confidentiality requirements Perform other duties as assigned by management

QUALIFICATIONS:

Strong administrative coordination experience with demonstrated ability to manage schedules, records, follow-up actions, email communication, documentation, and competing priorities Administrative or office coordination background is required; shipping, logistics, transportation coordination, production support, customer service, order processing, or regulated-environment experience is preferred Highly organized, detail-oriented work style with strong accuracy, documentation discipline, and follow-through Strong written and verbal communication skills with the ability to provide clear updates to internal teams, vendors, customers, and transportation providers Ability to work independently, maintain confidentiality, and remain calm while coordinating time-sensitive or changing shipment requirements Proficiency in Microsoft Office tools, including Outlook and Excel, or similar scheduling, tracking, and documentation tools Working knowledge of standard shipping documentation, tracking processes, carrier coordination, or willingness to learn BCA-specific shipping requirements Experience handling or coordinating shipments with special requirements, secure handling, controlled transportation, or time-sensitive delivery is preferred Experience with international shipments, shipping systems, or customs-related documentation is preferred Work week: Monday through Friday; flexibility is required to support known secure, controlled, customer-critical, or time-sensitive shipments outside typical 7:00 a.m.-4:00 p.m. or 8:00 a.m.-5:00 p.m. first-shift schedules when operational requirements demand it Exceptional organizational, analytical, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced manufacturing environment and develop practical solutions that support reliable customer fulfillment and operational objectives Ability to occasionally lift, push, slide, or handle packages within standard workplace expectations, typically up to 50 lbs, with support from Operations as needed

PHYSICAL DEMANDS:

Ability to sit for extended periods and perform computer-based work Ability to walk, stand, and move between office and operational areas as needed Ability to lift, move, or handle materials within standard workplace expectations Ability to review detailed documentation and shipment information with accuracy #J-18808-Ljbffr Banknote Corp of America