Shipping and Receiving Coordinator

Panatrol is an industrial controls integrator headquartered out of the Chicago area. Since 1978, Panatrol has delivered innovative and dependable solutions for a variety of industrial applications. The company has grown from servicing a small regional base of customers to working on some of the largest controls and integration projects in North America.

About the role

We are seeking an experienced, dependable, and proactive Parts Coordinator to support our manufacturing and project operations. This role is responsible for keeping materials and shipments moving from purchase through receiving, project staging, inventory, production support, and final shipment. The coordinator will balance hands-on shipping and receiving duties with freight coordination, vendor communication, inventory control, purchasing support, and awareness of production schedules. The successful candidate will work closely with Purchasing, Engineering, Operations, Production, vendors, freight carriers, and delivery personnel to identify material risks early, resolve shortages, and help prevent parts or shipping issues from delaying customer commitments.

Responsibilities

• Coordinate UPS/parcel, LTL, vendor-direct, dedicated, and specialized freight shipments for parts, equipment, and completed projects.
• Obtain and compare freight quotations, select dependable carriers, schedule pickups and deliveries, and track shipments when required.
• Prepare and verify Bills of Lading, packing slips, shipping labels, and other required shipment documentation.
• Package, wrap, label, secure, palletize, skid, crate, or otherwise prepare materials and equipment for safe, professional transport.
• Assist with loading outgoing freight and ensure shipments are properly protected and secured.
• Maintain an organized shipping and staging area and strong working relationships with freight carriers, drivers, and logistics partners.
• Receive palletized, crated, boxed, oversized, and other incoming deliveries; unload trucks safely using approved material-handling equipment when trained and authorized.
• Verify quantities, part numbers, descriptions, condition, Purchase Orders, and vendor documentation for all incoming material.
• Record receiving information accurately in physical and electronic records and the company’s material/parts management system.
• Identify shortages, overages, incorrect parts, damaged material, or missing items immediately and coordinate corrections, replacements, credits, or additional shipments with vendors.
• Label and organize received material by project/job number and keep project materials grouped, visible, traceable, and available for Production.
• Coordinate placement of material into receiving, inventory, project staging, or production locations to prevent items from being misplaced or mixed between jobs.
• Review outstanding materials for upcoming builds and compare vendor lead times and expected delivery dates against production and project requirements.
• Proactively follow up with suppliers when deliveries are at risk and request improved or expedited dates when necessary.
• Communicate material risks early to Purchasing, Operations, Production, Engineering, or management before shortages result in work stoppages.
• Check company inventory for available material and, when authorized, help determine whether material assigned to another job can temporarily support a higher-priority need.
• Coordinate replacement of temporarily reassigned material once new material arrives.
• Work with suppliers, Purchasing, and Engineering to identify alternate sources or suitable