Key Responsibilities and Required Skills for a Shipping Officer

🎯 Role Definition

Are you a master of logistics and a wizard of coordination? This role requires a highly organized, detail-oriented, and proactive Shipping Officer to join our dynamic operations team. In this pivotal role, you will be the central point of contact for all shipping and receiving activities, ensuring the seamless, compliant, and cost-effective movement of goods both domestically and internationally. You will be responsible for the entire shipment lifecycle, from planning and documentation to final delivery, playing a critical part in our supply chain's efficiency and our commitment to customer satisfaction. This position requires a sharp problem-solver who can navigate complex logistics challenges and build strong relationships with carriers, customs brokers, and internal teams.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Assistant or Coordinator
Warehouse Clerk or Supervisor
Supply Chain Intern or Trainee

Advancement To:

Logistics Manager or Supervisor
Supply Chain Manager
Global Shipping & Compliance Manager

Lateral Moves:

Procurement Officer
Inventory Controller
Customs Compliance Specialist

Core Responsibilities

Primary Functions

Coordinate and monitor all inbound and outbound shipments, including domestic parcels, LTL/FTL freight, and international air/ocean freight.
Meticulously prepare, review, and process all shipping documentation, including commercial invoices, packing lists, Bills of Lading (BOL), Air Waybills (AWB), and Certificates of Origin.
Act as the primary liaison with freight forwarders, carriers, transport companies, and customs brokers to ensure timely pickups, transit, and deliveries.
Proactively track and trace all shipments from origin to destination, providing real-time status updates to internal stakeholders (Sales, Customer Service) and clients.
Verify and audit freight invoices and customs charges for accuracy, resolving any billing discrepancies with vendors in a timely manner.
Ensure 100% compliance with all domestic and international shipping regulations, customs laws, trade agreements, and company policies.
Negotiate freight rates and service level agreements with a portfolio of carriers and 3PL providers to optimize transportation costs without sacrificing quality.
Investigate and resolve any shipping-related issues, such as delays, damages, or lost goods, by efficiently filing and managing freight claims.
Maintain highly accurate and organized records of all shipments, tariffs, carrier performance, and transportation costs within the company's ERP or Transportation Management System (TMS).
Collaborate closely with warehouse, production, and sales departments to align shipping schedules with inventory availability, production timelines, and customer expectations.
Select the most appropriate and economical mode of transport based on the urgency, size, weight, and nature of the goods being shipped.
Prepare and analyze detailed shipping reports on key performance indicators (KPIs), including on-time delivery rates, cost-per-shipment, and carrier reliability.
Correctly classify products with Harmonized System (HS) or Schedule B codes to ensure smooth customs clearance and accurate duty/tax assessment.
Oversee the proper packing, crating, labeling, and staging of goods for dispatch to ensure product integrity and compliance with carrier and customer requirements.
Manage the logistics for incoming materials and supplies, coordinating with the procurement team to ensure a smooth inbound flow.
Evaluate and monitor carrier performance through scorecards and quarterly business reviews (QBRs) to drive continuous improvement and accountability.
Handle the reverse logistics process, coordinating the return of goods from customers, managing documentation, and arranging transport.
Stay current with evolving international trade laws, sanctions, tariffs, and incoterms that may impact the company's shipping operations.
Handle applications for import/export permits, licenses, and other government authorizations as required for specific shipments.
Provide accurate and timely shipping quotes to the sales and customer service teams to support business development and customer inquiries.
Optimize load planning for containers and trucks to maximize space utilization, reduce costs, and improve environmental efficiency.

Secondary Functions

Support ad-hoc reporting requests on shipping costs, transit times, and carrier performance analysis.
Contribute to the continuous improvement of logistics processes and the development of Standard Operating Procedures (SOPs).
Collaborate with IT and operations teams to translate logistics needs into system enhancements or requirements for the TMS/ERP.
Participate in cross-functional project teams to support new product launches or market expansions from a logistics perspective.

Required Skills & Competencies

Hard Skills (Technical)

Logistics & Supply Chain Principles: Deep understanding of the end-to-end supply chain, including transportation, warehousing, and inventory management.
Incoterms Mastery: Strong working knowledge of Incoterms® 2020 and their application in international trade.
Customs Documentation & Compliance: Expertise in preparing and managing customs paperwork and understanding import/export regulations.
Carrier & Freight Forwarder Management: Proven ability to manage relationships, negotiate rates, and evaluate the performance of logistics partners.
ERP/TMS Proficiency: Hands-on experience with enterprise systems like SAP, Oracle, NetSuite, or dedicated Transportation Management Systems.
Microsoft Office Suite: Advanced proficiency in MS Excel (VLOOKUP, pivot tables, formulas) for data analysis and reporting, as well as Word and Outlook.
Freight Cost Analysis: Ability to analyze freight spend, audit invoices, and identify opportunities for cost savings.
Harmonized System (HS) Classification: Experience in classifying goods using HS or Schedule B codes for international shipments.
Bill of Lading (BOL) & Air Waybill (AWB) Generation: Competency in accurately creating and processing key transport documents.
Knowledge of Transportation Modes: Familiarity with the nuances of shipping via ocean, air, truck (LTL/FTL), and rail.

Soft Skills

Meticulous Attention to Detail: Essential for ensuring accuracy in documentation, labeling, and data entry to prevent costly errors.
Exceptional Problem-Solving: The ability to quickly identify, analyze, and resolve shipment issues, delays, or damages.
Strong Communication: Clear and professional verbal and written communication skills for liaising with internal teams, carriers, and customers.
Superior Organizational & Time Management: Ability to manage multiple shipments, prioritize urgent tasks, and meet tight deadlines in a fast-paced environment.
Negotiation & Influencing Skills: Confidence in negotiating rates and terms with carriers to achieve the best value for the company.
Adaptability & Resilience: Ability to work effectively under pressure and adapt to changing regulations, priorities, and unforeseen challenges.
Proactive & Results-Oriented: A self-starter mindset focused on anticipating potential issues and driving tasks to completion.
Collaboration & Teamwork: A strong team player who can work effectively with diverse, cross-functional teams.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent, supplemented by relevant work experience.

Preferred Education:

Bachelor's or Associate's Degree.

Relevant Fields of Study:

Supply Chain Management
Logistics and Transportation
Business Administration
International Business

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a shipping, logistics, or freight forwarding role.

Preferred:

Experience in a high-volume manufacturing or distribution environment.
Proven experience handling both international (import/export) and domestic shipments.
Direct experience working with freight forwarders, customs brokers, and various carriers.