Job Description

Key Areas of Responsibility

The Shipping & Receiving Coordinator is responsible for coordinating inbound and outbound material activities to support production and customer requirements while ensuring accuracy, compliance, and safety.

• Document all shipping and receiving activities in accordance with established procedures.

• Follow all emergency evacuation and safety guidelines to ensure employee safety.

• Perform additional duties as assigned by management.

Receiving Responsibilities

• Ensure all supplier and customer Advance Shipping Notices (ASNs) are entered or electronically loaded within required timeframes.

• Coordinate material activities related to sequence-only products as applicable.

• Load and validate supplier ASNs against receipts to ensure accuracy and timely transmission; report discrepancies to the appropriate Material Planner.

• Verify supplier carrier compliance with routing instructions and complete excess transportation cost documentation when required.

• Notify the appropriate Material Planner or Coordinator upon receipt of new engineering-level parts.

• Prepare daily FedEx and UPS shipments.

• Generate miscellaneous reports for Materials and Receiving departments as needed.

• Enter packing slip data into the ERP system and attach Bills of Lading by the end of the business day.

• Initiate follow-up with suppliers regarding packing slip discrepancies and ASN issues.

• Receive non-production items against assigned purchase orders, notify recipients of receipt, and communicate MRO discrepancies to the originator.

• Enter delivery performance reports for shipping inaccuracies such as labeling errors, missing paperwork, ASN issues, quantity discrepancies, or late deliveries.

• Track and manage approved supplier shipping labels.

• Immediately report damaged freight to the appropriate Material Planner.

• Monitor inventory levels by running required reports each shift to validate accuracy.

• Direct inbound carrier drivers to appropriate dock assignments or yard locations.

• Receive, process, and retain all required inbound shipment documentation.

Shipping Responsibilities

• Prepare customer shipping documentation, including bills of lading and packing slips.

• Review shipping system bank status and notify the Supervisor of critical inventory or sequence levels as required.

• Coordinate daily customer truck shipments.

• Manage and ship sequence-only production material.

• Provide carriers with all required documentation, including dunnage paperwork.

• Provide backup support for additional materials-related functions as needed.

• Assist with plant-wide inventory counts and audits.

Limits of Authority

The Shipping & Receiving Coordinator is authorized to:

• Notify the Department Manager of conditions that may pose risk to product quality, production schedules, facilities, employee safety, or customer satisfaction.

• Initiate actions to prevent nonconformances related to product, process, or system performance.

• Identify, document, and report shipping or receiving discrepancies.

• Recommend, implement, and verify corrective actions through appropriate channels.

• Stop or hold nonconforming material from further processing or shipment until issues are resolved.

Education, Experience, and Skills Required

• High school diploma or equivalent required.

• Working knowledge of basic labor and business operating procedures.

• Proficiency in Microsoft Office applications, including Word and Excel.

• Strong written and verbal communication skills.

• High attention to detail with strong follow-through skills.

• Ability to handle confidential information appropriately.

• Hi-Lo / forklift license preferred.

Required Internal Training

• Orientation, vision, and culture training

• Departmental training, including:

  • Materials Management

  • Engineering Change Management

  • Shipping Management

  • Customer and supplier systems

  • ERP and logistics systems

  • OEM shipping, packaging, labeling, and routing guidelines

• Company training, including:

  • Business Operating System overview

  • Information technology systems

  • Email and communication tools

  • ERP system overview

  • Purchasing processes

  • Quality mission and policy training