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Key Responsibilities and Required Skills for Warehouse Shipping Coordinator

💰 $38,000 - $55,000

LogisticsWarehouseShippingOperationsSupply Chain

🎯 Role Definition

The Warehouse Shipping Coordinator is the operational lead for outbound logistics within a warehouse or distribution center. This role plans, schedules, and executes all shipping activities — from pick/pack/label to carrier pickup and delivery confirmation — while ensuring compliance with carrier, regulatory and company requirements. The Coordinator drives shipping accuracy, reduces freight costs, manages carrier relationships, monitors KPIs (on-time delivery, shipment accuracy, fill rate), resolves exceptions, and partners with inventory control, customer service, and procurement to deliver exceptional customer experiences.

Primary keywords: warehouse shipping coordinator, outbound logistics, shipping operations, carrier management, WMS, shipment documentation, freight optimization, order fulfillment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Shipping & Receiving Clerk
  • Logistics Coordinator / Transportation Assistant
  • Inventory Control Specialist

Advancement To:

  • Shipping Supervisor / Lead
  • Warehouse Supervisor / Operations Supervisor
  • Transportation Manager / Logistics Manager
  • Supply Chain Analyst or Operations Manager (with cross-functional experience)

Lateral Moves:

  • Inventory Control Specialist
  • Customer Service / Returns & RMA Coordinator
  • Procurement or Carrier Sourcing Specialist

Core Responsibilities

Primary Functions

  1. Coordinate daily outbound shipping operations including carrier scheduling, load planning, and dispatch to meet promised delivery windows and customer requirements.
  2. Prepare, verify and manage all shipping documentation including bills of lading (BOL), packing lists, commercial invoices, certificates of origin, and customs paperwork for domestic and international shipments.
  3. Execute order processing in a Warehouse Management System (WMS) or ERP: pick/pack/ship workflows, release orders for shipment, and update order statuses in real time.
  4. Generate, print, and apply accurate shipping labels (including barcodes, SSCC, and pallet labels) and ensure label compliance with customer and carrier specifications.
  5. Work directly with carriers (LTL, TL, parcel and expedited couriers) to arrange pickups, negotiate rates when applicable, compare transit options, and optimize routing to minimize cost and transit time.
  6. Track and monitor inbound carrier performance and outbound shipments using TMS/track-and-trace tools; proactively communicate exceptions, delays, and delivery confirmations to internal stakeholders and customers.
  7. Audit freight bills and carrier invoices for accuracy, resolve billing disputes, and coordinate chargeback recovery with finance.
  8. Manage freight claims for damaged or lost goods: document damage, collect required evidence, submit claims to carriers, and follow through to resolution.
  9. Enforce regulatory compliance: DOT, OSHA, IMDG/IATA for dangerous goods, customs requirements, and export/import documentation as applicable.
  10. Improve packing and palletization standards to reduce damage in transit while maximizing trailer/cube utilization and minimizing freight costs.
  11. Maintain accurate shipping records and shipment archives for audit trails, compliance, and customer queries.
  12. Lead daily shipping dock activities including load sequencing, staging, dock door assignments, and QC checks pre-departure.
  13. Supervise, coach, and schedule temporary and permanent shipping staff; participate in hiring, training sessions, and performance evaluations.
  14. Perform cycle counts, reconcile inventory variances related to outbound shipments, and coordinate corrections with Inventory Control.
  15. Collaborate with Sales, Customer Service, Production, and Procurement to prioritize orders, expedite urgent shipments, and resolve order discrepancies.
  16. Maintain and manage shipping supplies inventory (labels, tape, pallets, shrink wrap) and place vendor orders to avoid operational disruptions.
  17. Prepare and present regular KPI reports (OTD, on-time pickup rate, shipping accuracy, claims rate, cost per shipment) and actionable recommendations to operations leadership.
  18. Implement continuous improvement initiatives (5S, Lean, Kaizen) to streamline shipping processes, reduce lead times, and increase throughput.
  19. Participate in seasonality planning and peak-shift strategies, coordinating additional staffing, extended shifts, and carrier capacity planning.
  20. Support system maintenance and configuration of WMS/TMS settings for shipping rules, carrier integrations, and label templates to ensure system-accurate operations.
  21. Coordinate cross-docking and transloading activities to accelerate flow and reduce handling where appropriate.
  22. Conduct routine safety checks on the shipping dock, enforce PPE and safe material handling, and document incidents while participating in root-cause analysis.

Secondary Functions

  • Assist with periodic warehouse audits, third-party logistics (3PL) coordination, and customer compliance audits.
  • Prepare ad-hoc shipping and logistics reports and analyses for continuous improvement or executive review.
  • Support onboarding and evaluation of new carriers and third-party service providers, including insurance and contract reviews.
  • Maintain and periodically update Standard Operating Procedures (SOPs), Work Instructions, and shipping checklists.
  • Provide backup support for receiving, returns (RMA), and inventory reconciliation during peak periods or staff shortages.
  • Participate in ERP/WMS/TMS implementation projects as the shipping subject matter expert (SME), providing testing, validation, and training.
  • Act as a point of contact for customs brokers and freight forwarders on export shipments and international paperwork.
  • Support sustainability and packaging optimization programs to reduce waste and freight emissions.
  • Coordinate with maintenance and facilities teams to ensure dock doors, forklifts, scales, and label printers are operational.
  • Assist customer service with order status updates, delivery exceptions, and shipment trace investigations.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Warehouse Management Systems (WMS) and ERP systems (examples: Manhattan, SAP EWM, Oracle WMS, NetSuite, Fishbowl).
  • Experience with Transportation Management Systems (TMS) or carrier portals and shipment tracking tools.
  • Strong Excel skills: pivot tables, VLOOKUP/XLOOKUP, basic macros, and data analysis for KPI reporting.
  • Familiarity with shipping documentation: BOLs, packing lists, commercial invoices, NAFTA/USMCA paperwork, hazardous material docs.
  • Knowledge of carrier rate structures (LTL class and NMFC, TL, zone-based parcel pricing) and freight bill auditing.
  • Understanding of EDI transaction sets (856 Ship Notice, 940/945 Warehouse Ship/Confirm) and ability to coordinate with IT or EDI teams.
  • Experience with labeling hardware/software (Zebra printers, NiceLabel) and barcode scanning equipment.
  • Forklift and material handling equipment operation certification (where applicable) and palletization expertise.
  • Regulatory knowledge: DOT, OSHA shipping safety, IATA/IMDG for dangerous goods, and basic customs/export compliance.
  • Experience preparing and handling freight claims, documentation, and carrier dispute resolution.
  • Basic analytical and reporting skills for monitoring KPIs and driving operational improvements.
  • Familiarity with inventory control principles, cycle counting, and discrepancy resolution.

Soft Skills

  • Clear and proactive verbal and written communication for internal teams, carriers, and customers.
  • Strong organization and time-management skills with the ability to prioritize multiple shipments and deadlines.
  • Problem-solving mindset and the ability to investigate, escalate, and resolve complex shipping exceptions.
  • Attention to detail and high level of accuracy in documentation and labeling.
  • Leadership and team development: coaching, conflict resolution, scheduling, and training.
  • Customer-focused orientation with a sense of ownership for on-time, accurate deliveries.
  • Adaptability and resilience in fast-paced, high-volume environments and peak seasons.
  • Collaboration and cross-functional team engagement to align operations with business needs.
  • Continuous improvement attitude and data-driven decision making.
  • Decision-making under pressure with a focus on safety and compliance.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate's degree or certificate in Logistics, Supply Chain, Business Administration, or related field preferred.
  • Professional certifications a plus: APICS/CPIM, CSCMP, IATA, OSHA 10/30, or Certified in Transportation and Logistics (CTL).

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics and Transportation
  • Business Administration
  • Operations Management
  • Industrial Technology

Experience Requirements

Typical Experience Range: 2–5 years of hands-on warehouse or shipping experience; 3+ years preferred for mid-level roles.

Preferred:

  • 3+ years coordinating shipping operations in a high-volume warehouse or distribution environment.
  • Experience supervising or leading small shipping teams and working with carriers and 3PL partners.
  • Demonstrated proficiency with WMS/TMS systems and shipping metrics management.
  • Experience with international shipping and export documentation is a strong plus.
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