Shipping & Receiving Documentation Coordinator

A day in the role

You begin the morning reviewing work orders and packaging instructions, staging finished customer parts, and confirming every detail—customer info, PO and part numbers, revisions, quantities, and special shipping requirements. By mid-morning, you’re building complete shipment packets: packing slips, shipping labels, and Bills of Lading, including paperwork for domestic and international moves. You process labels through UPS, FedEx, freight carriers, and customer shipping accounts, then schedule timely pickups and coordinate with drivers so everything departs safely and on schedule. Throughout the day, you keep the shipping area clean, orderly, and safe while tracking shipments and sharing status updates as needed.

As materials arrive, you switch gears to receiving—unpacking deliveries, matching items to purchase orders and packing slips, and verifying part numbers, materials, and quantities. You quickly flag and report shortages, damages, or discrepancies, monitor open purchase orders, follow up on ETAs, and communicate with vendors to resolve issues. Between shipments, you assist the team with administrative tasks, from answering phones to organizing documentation, ensuring the office and manufacturing floor stay synced and productive.

Core responsibilities

Shipping & Packaging

• Package finished parts per work orders and customer packaging guidelines.
• Verify customer details, PO/part numbers, revisions, quantities, and shipping requirements prior to release.
• Generate packing slips, shipping labels, Bills of Lading, and related documents.
• Prepare documentation for domestic and international shipments.
• Process shipments via UPS, FedEx, freight carriers, and customer shipping accounts.
• Schedule pickups and coordinate with carriers to meet deadlines.
• Protect products from transit damage with proper packaging methods.
• Maintain a clean, safe, and organized shipping/packaging area.
• Track shipments and provide timely shipping information.

Receiving & Materials

• Receive and unpack incoming parts, materials, and supplies.
• Match receipts to purchase orders, packing slips, and receiving documents.
• Confirm part numbers, materials, quantities, and order details.
• Identify and report shortages, damages, and discrepancies.
• Monitor open purchase orders and follow up on expected deliveries.
• Assist in ordering materials and supplies as needed.
• Communicate with vendors regarding orders, deliveries, and issues.

Administrative Support

• Answer and route incoming calls; take clear messages.
• Scan, copy, file, and organize shipping, receiving, and production records.
• Prepare and print job travelers, packing slips, labels, and related paperwork.
• Complete basic data entry and computer tasks; manage routine email.
• Maintain accurate shipping and receiving logs.
• Provide general support to management and office staff.
• Pitch in with other tasks typical of a small manufacturing environment.

Qualifications & Skills

• High school diploma or equivalent.
• Background in shipping, receiving, packaging, warehouse, manufacturing, or admin preferred.
• High attention to detail and accuracy with documentation and counts.
• Comfortable working with PO/part numbers, quantities, and shipping documents.
• Basic computer proficiency: Microsoft Outlook, Word, Excel; email, scanning, and PDFs.
• Ability to read and follow work orders, job travelers, packaging instructions, and shipping specs.
• Basic math skills to calculate quantities, freight details, and dimensional measurements.
• Clear written and verbal communication skills.
• Strong organization and time management; dependable and punctual.
• Able to work independently and as part of a small team.
• Comfortable in both office and manufacturing/shop settings.
• Ability to lift, move, and package materials as required.

Work location

In person

Preferred proficiencies

• Shipping/Receiving
• Forklift Licensed
• FedEx Ship Manager
• International shipping