Key Responsibilities and Required Skills for Shipping Clerk

🎯 Role Definition

The Shipping Clerk is the operational linchpin ensuring the accurate, timely, and cost-effective dispatch of goods. This role bridges the gap between the warehouse floor and the end customer, meticulously managing documentation, carrier selection, and shipment tracking. A successful Shipping Clerk is a master of detail and coordination, directly impacting customer satisfaction and the efficiency of the entire supply chain by guaranteeing that every package leaves the facility correctly and on schedule.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Order Picker / Packer
Stocking Associate

Advancement To:

Shipping Lead / Supervisor
Logistics Coordinator
Supply Chain Analyst

Lateral Moves:

Receiving Clerk
Inventory Control Clerk
Logistics Administrator

Core Responsibilities

Primary Functions

Prepare and print shipping labels and packing slips, ensuring 100% accuracy in addressing and shipping information to prevent delays and mis-shipments.
Meticulously assemble, package, and weigh outgoing orders, selecting appropriate packing materials to ensure product safety and integrity during transit.
Schedule and coordinate pickups with various freight carriers (e.g., UPS, FedEx, USPS, LTL carriers), ensuring alignment with daily shipping deadlines.
Generate and manage all necessary shipping documentation, including Bills of Lading (BOL), commercial invoices, and customs forms for international shipments.
Conduct final quality control checks on outgoing orders to verify that item numbers, quantities, and packaging meet company and customer specifications.
Operate shipping software and carrier-specific portals (like UPS WorldShip or FedEx Ship Manager) to process shipments, calculate rates, and track packages.
Maintain an organized and clean shipping station, ensuring all supplies, such as boxes, tape, and labels, are well-stocked and readily accessible.
Communicate directly with customer service and sales teams to resolve shipping inquiries, address special handling requests, and provide status updates on orders.
Enter and maintain accurate shipment data in the company's Warehouse Management System (WMS) or Enterprise Resource Planning (ERP) system.
Proactively track outbound shipments to ensure timely delivery, and investigate and resolve any transit issues, delays, or lost packages with carriers.
Prepare and process daily, weekly, and monthly shipping reports detailing shipment volumes, carrier performance, and freight costs for management review.
Assist in the receiving and unloading of inbound shipments when required, helping to verify contents against purchase orders.
Safely operate material handling equipment, such as pallet jacks and forklifts, to move products from storage areas to the shipping dock.
Compare shipping rates and services among different carriers to identify the most cost-effective and efficient shipping methods for various types of orders.
Manage the returns process (RMA), including inspecting returned items, documenting their condition, and routing them to the appropriate department.
Ensure compliance with all domestic and international shipping regulations, including hazmat requirements and customs laws.
Collaborate with the inventory control team to resolve discrepancies between physical stock and system records that may impact order fulfillment.
Route and stage completed orders in the designated carrier-specific areas on the shipping dock to ensure a smooth and orderly pickup process.
Maintain detailed and accurate logs of all outgoing shipments, creating an auditable trail for tracking and reconciliation purposes.
Participate in periodic physical inventory counts and cycle counts to contribute to overall inventory accuracy within the warehouse.
Handle expedited shipping requests, ensuring all necessary steps are taken to meet urgent delivery timelines for high-priority customers.
Process and file freight claims with carriers for any goods that are damaged or lost during transit, following through until resolution.

Secondary Functions

Support ad-hoc requests for reports on shipping volumes, freight costs, and carrier on-time performance.
Contribute to process improvement initiatives by identifying and suggesting efficiencies in packing, labeling, or carrier selection.
Collaborate with the purchasing and inventory teams to communicate needs for shipping supplies and packing materials.
Participate in team meetings and safety training sessions to ensure a secure and compliant work environment.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with shipping carrier software (e.g., UPS WorldShip, FedEx Ship Manager, DHL Express).
Experience with Warehouse Management Systems (WMS) or Enterprise Resource Planning (ERP) software (e.g., SAP, Oracle NetSuite).
Accurate and fast data entry skills for inputting order information and tracking numbers.
Knowledge of domestic and international shipping documentation (Bills of Lading, Commercial Invoices).
Familiarity with LTL (Less-Than-Truckload) and FTL (Full-Truckload) freight processes.
Ability to safely operate material handling equipment, such as pallet jacks and forklifts (certification often preferred).
Competency in the Microsoft Office Suite (Word, Excel, Outlook) for communication and reporting.
Basic mathematical skills for calculating weights, dimensions, and freight charges.
Understanding of inventory management principles and cycle counting procedures.
Knowledge of safety protocols and procedures within a warehouse or distribution center environment.

Soft Skills

Exceptional attention to detail and accuracy
Strong organizational and time management skills
Effective verbal and written communication abilities
Problem-solving aptitude for resolving shipping issues
Ability to work independently and as part of a team
A proactive and dependable work ethic
Capacity to work under pressure and meet tight deadlines

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's degree or vocational certificate in a related field.

Relevant Fields of Study:

Logistics
Supply Chain Management
Business Administration

Experience Requirements

Typical Experience Range:

1-3 years of experience in a shipping, receiving, or warehouse role.

Preferred:

Direct experience as a Shipping Clerk in a manufacturing or distribution environment is highly valued.