The posting
Objective / Purpose To support the management and execution of clerical operations within the Shipping & Receiving Office, ensuring smooth daily workflows, accurate documentation, and alignment with operational, safety, and quality standards. Areas of Responsibility / Tasks The role requires consistent demonstration of advanced proficiency and effectiveness in the following key areas. Leadership:
Assist with training/cross-training new and existing employees. Assist with maintaining accurate and up-to-date monthly training records and/ or group training rosters. Oversee daily activities of the Shipping & Receiving Coordinators, ensuring all functions are covered and tasks completed in a timely manner.
Order Processing:
Ensure order accuracy by verifying allocated quantities and customer requirements. Prepare all required shipping documentation, including but not limited to:Master Picking Lists, Picking Lists, Packing Lists, Certificates of Analysis (COA), Commercial Invoices, Proforma Invoices, Safety Data Sheets (SDS), Bills of Lading, and Shipping Labels. Update End of Month Reports during order processing.
Communication:
Serve as a point of contact for warehouse personnel regarding order issues and corrections. Schedule and coordinate packaged goods inbound and outbound shipments, ensuring efficient timing and dock usage. Direct drivers to appropriate loading/unloading areas. Dedicated Fleet Management: updating the dock schedule communication and coordinating trailer placement. Confirm accuracy of missed or incomplete shipments. Keep management informed of significant issues or developments that impact quality, operations, and customer/driver satisfaction.
Clerical duties:
Organize shipping documents in preparation of shipment confirmation. Answer phones and gate, assist driver inquiries. Monitor and manage SRO email to ensure timely responses and proper organization of communications. Scan completed inbound and shipment packets to SharePoint. Maintain a clean and organized workspace. Other duties as assigned by the Office Manager
Quality Compliance:
Assist the Quality Department and Management with ISO document creation and revision; ensure all ISO documentation is current and adhered to. Participate in completion of corrective action reports. Participate in facility objectives focused on customer satisfaction and continual improvement.
Safety Compliance:
Adhere to all Company safety policies. Notify leadership of observed safety violations and/or hazards.
Minimum Qualifications / Education / Certifications
Education:
Associate degree or related training equivalent - preferred Minimum of 3 years of relevant work experience in similar title and scope of responsibility – preferred
Proficiency with Microsoft Office (with emphasis on Microsoft Excel) and a capability to learn basic systems. Excellent verbal and written communication skills Ability to manage time, multitask, organize, and set priorities. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers and decimals. Ability to round to the nearest whole number. Applicants must be authorized to work in the U.S.
Work Environment / Conditions The work environment/conditions described herein are representative of those that an incumbent may experience and therefore must be adaptable to.
Must be comfortable working in a shared space, with constant noise, without the use of a private office. Schedules may vary from week to week based on business demands in excess of 40 hours with or without notice. All injuries regardless of severity must be reported the Office Manager (Communication List OH-RM-L-001)
Physical Requirements / Demands: The physical demands described herein are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. *Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions & physical demands of this role.
While performing the duties of this job, the incumbent is regularly required to communicate verbally, read, comprehend information, and type on a consistent and daily basis. While performing the duties of this job, the incumbent is regularly required to sit for extended periods of time.
This job description is not an exhaustive list of areas of responsibility or tasks that an incumbent in this position may be asked to perform. All Employees are required to deliver the desired results intended for their role, at the designated level of knowledge, skill, and ability commensurate with their job title and level within the organization.
