Shipping, Receiving and Warehouse Coordinator

Job Description

Job Description

Position Summary:

The Shipping, Receiving, & Warehouse Coordinator is responsible for coordinating and executing daily shipping activities to ensure customer orders are processed accurately and delivered on time. This position works closely with manufacturing, supply chain, customer service, office personnel, carriers, and customs brokers to coordinate domestic and international shipments.

The role is responsible for preparing shipping documentation, maintaining accurate ERP records, coordinating transportation, monitoring shipment schedules, and ensuring all required documentation is completed and retained.

Essential Responsibilities.

Shipping & Receiving:

• Coordinate daily shipping activities to ensure customer orders are shipped accurately and on schedule.
• Prepare shipping documentation, including bills of lading, proof of delivery, packing documentation, and other required paperwork.
• Prepare shipping sheets, labels, and documentation for parcel and freight carrier pickups.
• Coordinate shipment requirements with manufacturing, warehouse, supply chain, and office personnel.
• Verify shipments for accuracy and ensure products are properly documented and prepared for transportation.
• Assist with receiving activities and documentation as needed.
• Monitor shipments and follow up on delays, discrepancies, or other transportation issues.
• Support warehouse operations, including inventory storage, organization, and material flow.

ERP System & Order Management:

• Utilize the company ERP system to process, track, and close shipped orders.
• Ensure all required shipping documents are created, accurate, and printed prior to shipment.
• Maintain accurate shipment and order information within the ERP system.
• Monitor expected shipment dates and proactively communicate potential delays.
• Ensure shipments are processed in accordance with customer requirements and scheduled delivery dates.

International Shipping:

• Prepare and maintain export documentation for international shipments.
• Prepare documents such as bills of lading, certificates of origin, commercial/export documentation, and customs broker information.
• Coordinate with customs brokers, carriers, and internal personnel to ensure international shipments are properly documented and processed.
• Follow up on international shipments and communicate status, delays, or documentation requirements to appropriate personnel.
• Ensure shipping activities comply with company procedures and applicable transportation and customs requirements.

Carrier & Transportation Coordination:

• Plan and coordinate carrier requirements and pickup schedules based on shipment needs.
• Serve as a primary resource for transportation planning and coordination.
• Schedule freight and parcel pickups with appropriate carriers.
• Coordinate inter-company shipments between company locations.
• Communicate with carriers regarding pickup schedules, delivery status, delays, and other transportation matters.
• Evaluate shipment requirements to ensure the appropriate transportation method is utilized.

Documentation & Clerical Responsibilities:

• Maintain organized files for proof of delivery, bills of lading, shipping documents, and other customer delivery records.
• Ensure shipping records are complete, accurate, and readily accessible.
• Answer phone calls and respond to inquiries related to shipping, transportation, and deliveries.
• Communicate shipment information and updates to internal departments and external partners.
• Assist with reports, records, and other supply chain administrative duties as needed.
• Investigate inventory variances and discrepancies and communicate findings to appropriate personnel.
• Perform routine inventory cycle counts and maintain accurate records of count results.
• Perform other duties and responsibilities as assigned.

Qualifications:

• High school diploma or equivalent required.
• Previous experience in shipping, receiving, logistics, supply chain, manufacturing, or a related field preferred.
• Experience working in a manufacturing or warehouse environment preferred.
• Experience with an ERP system required; experience with shipping/order management modules preferred.
• Knowledge of domestic and international shipping processes preferred.
• Familiarity with bills of lading, proof of delivery, export documentation, and customs processes preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple shipments and deadlines in a fast-paced manufacturing environment.
• Strong communication and follow-up skills.
• Ability to work effectively with manufacturing, warehouse, supply chain, customer service, carriers, and other internal and external partners.
• Experience in inventory control, warehouse operations, and cycle counting preferred.
• Proficiency with Microsoft Office, including Outlook and Excel.

Core Competencies:

• Attention to Detail: Ensures shipping information and documentation are complete and accurate.
• Organization: Effectively manages multiple shipments, schedules, and deadlines.
• Communication: Communicates clearly and professionally with internal teams, carriers, customers, and service providers.
• Problem Solving: Identifies and resolves shipment, documentation, and transportation issues promptly.
• Customer Focus: Supports on-time delivery and provides timely shipment information.
• Teamwork: Works collaboratively across manufacturing, supply chain, warehouse, and administrative functions.
• Accountability: Takes ownership of shipping activities and follows through to completion.
• Inventory Accuracy: Maintains accurate inventory records, performs cycle counts, identifies discrepancies, and supports corrective actions to improve inventory accuracy and accountability.
• Warehouse Operations: Supports effective inventory storage, organization, and material flow within the warehouse environment.

Physical & Work Environment:

• Work is performed primarily in a manufacturing/warehouse environment and office setting.
• Ability to regularly communicate with employees, carriers, and other business partners.
• May require occasional walking throughout the manufacturing or warehouse facility.
• Must be able to safely perform the essential functions of the position with or without reasonable accommodation.