Operations Shipping and Receiving Coordinator

Duties & Responsibilities

• Unload, inspect, and verify all incoming commercial freight, specialized academic equipment, and parcel deliveries (UPS, FedEx, DHL, USPS) against purchase orders and packing slips for accuracy and damage.
• Log all received items into the college's centralized tracking software, ensuring accurate data entry of tracking numbers, recipient names, and department codes.
• Identify, document, and handle specialized deliveries, including laboratory chemicals or sensitive equipment, and coordinate immediately with campus laboratory safety and environmental health designee for proper staging.
• Prepare, weigh, and label all outbound institutional freight, parcel shipments, and certified mailings using optimized, cost-effective shipping methods.
• Generate accurate bills of landing, manifests, and required shipping documentation; coordinate direct pickups with commercial freight dispatchers and regional couriers.
• Ensure all outgoing items, ranging from delicate biological field samples to heavy facility parts, are safely packaged, palletized, and secured for transit according to carrier guidelines.
• Cook up the sorting and secure cross-campus delivery schedules of packages and critical supplies to academic buildings, administrative complexes, and student residence hubs.
• Train others in mailing procedures across the college to ensure smooth and accurate mail distribution.
• May provide backup mail distribution within key offices to ensure smooth and accurate mail distribution throughout the college.
• Maintain a clean, organized, and logically indexed warehouse/dock staging footprint to maximize safety and prevent asset misplacement.
• Monitor and order necessary shipping materials, pallets, boxes, and mailroom fulfillment supplies to keep daily operations running seamlessly.
• Serve as the primary institutional point of contact for resolving delivery disputes, damaged shipments, or lost freight directly with vendors and transit carriers.
• Audit and process monthly shipping invoices, ensuring delivery charges are accurately allocated to corresponding departmental budget codes.
• May provide backup duties to other roles within Campus Operations.
• Perform other duties as assigned by the Operations & Student Work Director.

Qualifications

• A high school diploma or equivalent is required.
• A minimum of 2 to 3 years of professional experience in warehouse operations, shipping and receiving logistics, commercial loading dock management, or inventory control is required.
• A valid driver’s license and a driving record acceptable to our insurance carrier is required.
• Must possess or obtain within 30 days of hire, any required OSHA trainings or certifications.
• Experience in operating pallet jacks and hand trucks is required.
• Proficiency with digital inventory databases, postal shipping software, enterprise asset management systems, and Microsoft Office Suite/Google Workspace is required.
• Excellent organizational skills with a proven track record of handling high-volume documentation, tracking data, and inventory audits with zero error rates are required.
• Ability to work with a broad range of diverse individuals and groups to form a safe and inclusive campus community is required.