Shipping Coordinator

Job Summary/Overview

The Shipping Coordinator facilitates outgoing shipments and process invoices, interacts with external customers and carriers daily and sets priorities to make sure shipments are handled in a timely manner to achieve due dates.

Essential Duties and Responsibilities

• Obtain ready documentation from manufacturing and pull file.

• Verify pick sheet against sales order write up, purchase order & quote for accuracy.

• Prepare shipping documents for carriers and customs (if needed). Prepare invoice bill of lading and packing slip for shipment – verify accuracy of shipment info (sales order and P.O. match prior to shipping. Check the invoice against P.O for discrepancies. Attaching file copy of the original shipper, bill of lading and file.

• Coordinate shipment with carriers, customers and/or account manager as needed.

• Arrange dedicated/expeditor trucks when needed.

• Prepare UPS shipment labels in UPS system and attach label/packing slips to boxes for daily pick up.

• Prepare Fed Ex and DHL shipments online; print out labels and attach label/packing slips to boxes for daily pick up.

• Price and prepare LTL shipments online and create bill of lading and pick up request.

• Mail/e-mail invoices, input invoice(s) into customer’s systems as required.

• Maintain open sales order files.

• Verify accuracy of picking list to packing list and confirm shipment

• Close sales orders upon completion of shipment. Reconcile file; P.O., quote, sales order and invoice(s).

• Reconcile monthly Freight report making sure proper freight is charged to the customer.

• File freight claims

• Secure freight rate quotes and calculate upcharge to customers.

• Create Late Delivery and Manual shipping logs.

• Close daily invoicing in system. Clear negative tiers daily.

• Maintain yearly NAFTA certificates for exporting to required customers.

• Receives and verify incoming products and then enter receipt into Sage/Mas90 and M2K daily.

• Distribute materials received to each department’s designated areas as required.

• Stock and maintains shipping area with supplies and equipment.

• Maintain stock and request orders for wood, crates, pallets, boxes, and packing materials as needed.

• Performs clerical duties as needed, i.e., filing

• Perform final check verifying all materials loaded on truck.

• Take pictures of outgoing shipments

• Assist in packaging boxes for shipment (close/tape/complete pick sheet)

- Assist in loading trucks when needed.

Receive raw materials, parts and components, unload incoming trucks, and move materials to their proper storage bins and locations.

• Load finished products for shipment onto trucks or delivery vehicles.

- Receive raw materials, parts and components, unload incoming trucks, and move materials to their proper storage bins and locations.

Load finished products for shipment onto trucks or delivery vehicles.

• Pick up or deliver raw materials, parts, components or finished products to customers or vendors as required. Perform routine inspections on forklift trucks to ensure safe operating conditions.

- Complete special projects as assigned.

Create, complete and maintain any required computer transactions, paperwork and documents, etc. Ensure

• responsibilities are completed daily and working overtime, as needed.
• Follow and comply with all safety and work rules and regulations. Maintain departmental housekeeping standards.

Knowledge, Skills, Competencies, and Abilities

• Ability to read and comprehend simple instructions, short correspondence, and memos.

• Ability to write simple correspondence.

• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

• Ability to perform basic math, accounting, calculating discounts, interest, commissions, and percentages.

• Ability to calculate trailer size requirements (box out truck).

• Excellent customer service and communication skills. Willingness to learn and grow with role.

• Ability to work in a fast-paced environment

• Ensure company policies and procedures are upheld when processing orders.

• Comply with company rules, policies, and safety/environmental regulations.

Required Qualifications

• High school diploma or equivalency and minimum 2 years related experience and/or training; or an equivalent combination of education and experience.
• Experience with Sage Or SAP preferred.
• Experience with Microsoft Office, including Outlook and Excel.
• Multiple warehouse management system training is preferred.
• Requires the ability to obtain a forklift operator's certificate as well as an overhead crane certification.

You should be proficient in:

• Weighing Raw Materials
• High School / GED