Key Responsibilities and Required Skills for Shipping Specialist

🎯 Role Definition

This role requires a highly organized and motivated Shipping Specialist to join our dynamic logistics team. In this pivotal role, you will be the backbone of our fulfillment operations, orchestrating the seamless movement of goods from our facility to our customers' doors. You will be responsible for the entire shipping lifecycle, from meticulously preparing packages and generating documentation to coordinating with freight carriers and resolving any transit issues. The ideal candidate is a hands-on problem-solver with a keen eye for detail, who thrives in a fast-paced environment and is committed to upholding the highest standards of quality and efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Receiving Clerk
Logistics Assistant
Order Picker / Packer

Advancement To:

Senior Shipping Specialist
Logistics Coordinator / Analyst
Supply Chain Coordinator
Warehouse Supervisor

Lateral Moves:

Inventory Control Specialist
Procurement Assistant
Logistics Planner

Core Responsibilities

Primary Functions

Manage the entire order fulfillment process, including picking, packing, staging, and final shipment, ensuring orders are processed accurately and within service-level agreement timelines.
Prepare and process a high volume of domestic and international shipments, ensuring 100% accuracy of customs documentation, commercial invoices, and packing lists to prevent delays.
Coordinate directly with a diverse range of freight carriers (LTL, FTL, parcel) to schedule daily pickups, track in-transit shipments, and proactively communicate status updates to internal teams.
Utilize our enterprise ERP and WMS systems to meticulously generate shipping labels, packing slips, and Bills of Lading (BOL), ensuring all systemic transactions match physical movements.
Conduct physical and systemic receiving of all inbound materials, diligently verifying contents against purchase orders and immediately documenting and reporting any discrepancies or damages.
Assemble, package, and label products in strict accordance with company quality standards and customer-specific requirements to guarantee product integrity and prevent damage during transit.
Act as the primary point of contact for resolving shipping issues, such as lost or damaged goods, by efficiently filing claims with carriers and managing them through to resolution.
Safely and proficiently operate material handling equipment, including forklifts, pallet jacks, and hand trucks, to move, load, and unload products within the warehouse.
Ensure full compliance with all transportation regulations, including legal requirements for DOT, IATA, and hazmat (hazardous materials) shipping when applicable.
Route shipments effectively by evaluating different carrier options, transit times, and associated costs to select the most efficient and economical solution for each delivery.
Maintain a clean, organized, and safe shipping and receiving area at all times, strictly adhering to all company safety protocols and OSHA regulations.
Prepare and process customer returns (RMAs), which includes inspecting returned items, documenting their condition, and routing them for restocking, repair, or final disposition.
Proactively communicate with Customer Service, Sales, and Production teams regarding order status, potential shipping delays, and inventory levels to ensure cross-functional alignment.

Secondary Functions

Generate and analyze daily and weekly shipping reports to track key performance indicators (KPIs) such as on-time delivery, shipping cost per unit, and order accuracy.
Audit freight invoices for accuracy, identifying and resolving billing discrepancies with carriers to ensure cost control and correct financial reporting.
Maintain and manage an adequate inventory of shipping supplies, placing timely orders for boxes, tape, labels, and dunnage to avoid any workflow interruptions.
Collaborate with the procurement and planning teams to coordinate inbound shipment schedules from suppliers, ensuring a smooth and predictable receiving process.
Contribute to continuous improvement initiatives by identifying inefficiencies in the shipping process and recommending practical solutions to reduce costs and enhance service levels.
Provide accurate freight quotes and transit time estimates to internal teams (e.g., Sales, Project Management) to support customer proposals and project planning.
Assist with regular cycle counts and participate in full physical inventory counts to maintain high inventory accuracy and help resolve any found discrepancies.

Required Skills & Competencies

Hard Skills (Technical)

ERP/WMS Proficiency: Hands-on experience with logistics modules in systems like SAP, Oracle, NetSuite, or other warehouse management software.
Carrier Software Expertise: High proficiency in using carrier-provided shipping platforms such as FedEx Ship Manager, UPS WorldShip, and various LTL portals.
Logistics Documentation: Strong knowledge of creating and managing key shipping documents, including Bills of Lading (BOL), packing lists, and international customs forms.
Microsoft Office Suite: Solid skills in MS Excel for reporting and tracking, as well as Word and Outlook for communication.
-Material Handling Equipment: Certified or able to be certified to safely operate a forklift, pallet jack, and other warehouse equipment.
Regulatory Knowledge: Understanding of transportation regulations, including DOT, and familiarity with Hazmat (DG) and international shipping (IATA/IMDG) is a major plus.

Soft Skills

Exceptional Attention to Detail: A meticulous nature is essential for ensuring accuracy in order fulfillment, documentation, and inventory management.
Problem-Solving: The ability to think on your feet and effectively troubleshoot unexpected issues, such as carrier delays, damaged goods, or customs holds.
Time Management & Organization: Proven ability to prioritize tasks and manage a high volume of shipments efficiently in a deadline-driven environment.
Clear Communication: Excellent verbal and written communication skills for coordinating with internal teams, carriers, and other stakeholders.
Team-Oriented Mindset: A collaborative spirit and willingness to work closely with warehouse colleagues and other departments to achieve common goals.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's degree in a related field.
Certification in Logistics, Transportation, or Supply Chain (e.g., APICS, CLTD).

Relevant Fields of Study:

Supply Chain Management
Logistics
Business Administration

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a shipping and receiving, logistics, or warehouse role.

Preferred: Experience in a fast-paced manufacturing, e-commerce, or distribution center environment with exposure to both domestic and international shipping procedures.