Shipping & Facilities Coordinator

We are seeking a detail-oriented and motivated Shipping and Facilities Coordinator to join our growing warehouse team. In this entry-level role, you will help prepare, document, and release outgoing shipments to ensure our products reach customers safely and on time. You will also support the day-to-day operation and upkeep of our facility by performing routine maintenance and minor repairs, identifying facility needs, and coordinating with external contractors and service providers as needed. This is an excellent opportunity for an organized individual to build a career in supply chain, logistics, and facility management. What can you expect in the role of Shipping & Facilities Coordinator? Load and unload shipping trucksLearn and maintain fluency in all IT software as it relates to department deliverablesVerify shipping documents, print packing slips, and accurately enter shipment tracking data into our ERP and order management systemVerify and keep records on the weight and cost of each outgoing shipment as well as the condition of the contents received in incoming shipmentsReceive and distribute incoming shipments for all departmentsPrioritize shipments as company/departmental needs changeEvaluate customer shipping orders to determine the type of transportation neededPrepare shipping documents, mailing labels for domestic ordersEnsure the accuracy of all shipping documents, gather, and maintain all data relative to shipping activitiesOrganize and arrange warehouse for safety and straightforward manageabilityCoordinate and perform quarterly cycle count and annual physical inventory in collaboration with other departmentsSupport facility operations by performing routine maintenance, addressing minor repairs, and ensuring the facility remains safe, clean, functional, and well maintainedServe as a liaison between office personnel and external contractorsServe as a liaison between customers and internal departments (Sales, Service, Finance) to resolve shipment-related issuesMaintain accurate, well-organized records to support audits, reporting, and customer inquiriesIdentify improvement opportunities and escalate recurring issues or process gaps Must-haves: What you’ll need for this role? Qualifications High school diploma required; Associate's or Bachelor's degree preferred1–3 years of experience in shipping / receiving or a related roleExperience with ERP systems, Navision or Navision Business Central preferredExperience using shipping portals or software (i.e. Fedex, UPS)Strong attention to detail and organizational skillsExcellent written and verbal communication skillsAbility to lift up to 50lbsAbility to work independently and prioritize tasks in a fast paced environment Operate equipment such as forklift, pallet jacks and more safely and efficiently Key Skills Documentation and recordkeepingProblem-solving and process coordinationBasic knowledge of Microsoft Office (Excel, Word) and comfort learning new software systems. What would be a plus in this role? Familiarity with tax-exempt and payment term compliance requirementsFamiliarity with shipping terms and conditions preferred It’s a plus if you’ve heard of the following terms: IncotermsBill of Lading Space Planning & Allocation TOPTICA Photonics Inc. (TPI) founded in 2001, is TOPTICA’s strongest location outside Germany and a hub for innovation and engineering excellence in North America. Our 40+ team members work alongside leading institutions like the University of Rochester (NY) and RIT, developing advanced products such as optical isolators and OPO laser systems. We believe great ideas come from passionate people. At TPI you’ll find an open, supportive environment that encourages curiosity, teamwork, and initiative. Engineers, technicians, scientists, and customer support professionals all contribute to advancing photonics worldwide—while enjoying Rochester’s affordable living, vibrant innovation scene, and excellent quality of life. What Do We Offer Medical Coverage: TOPTICA provides 100% employer-paid medical insurance through Excellus with a fully funded HRA for in-network expensesDental Coverage: Employees receive 100% employer-paid dental coverage through Excellus Dental with a $600 annual HRALife Insurance: TOPTICA offers a basic term life policy through Unum equal to two times the employee’s salary (up to $300,000) at no cost, effective after 30 daysLong-Term Disability Insurance: Employees are covered by a Unum long-term disability policy that provides partial income if disabled, effective after 30 daysRetirement Plan: Full-time employees can participate in the 401(k) plan, with company matching up to 6% after six monthsPaid Time Off: Employees receive 7 sick days, 3 personal days, and accrue vacation starting at 10 days per year, increasing to 15 days after two yearsObserved Holidays: Employees receive 12 paid U.S. federal holidays each yearCompany Shutdown: TOPTICA observes a year-end shutdown between Christmas and New Year’sSalary range: $45,000–$55,000 Interested? We’re excited! Join our team! We look forward to receiving your application via e-mail. PDF