Shipping and Receiving Coordinator

Encore Systems is seeking an experienced, dependable, and highly organized Shipping and Receiving Coordinator. This position is responsible for managing the daily flow of customer equipment into and out of our Brookville facility.

The coordinator will receive customer material, accurately enter it into the Encore database, and deliver it to the appropriate technician’s job queue. Once service work is complete, the coordinator will match the finished equipment with the correct packing slip and shipping documentation, carefully package it, and arrange shipment through UPS, FedEx, or other approved carriers.

Because customer equipment is received and shipped every business day, dependable attendance and the ability to maintain an organized workflow are essential. Shipping and receiving backlogs can develop quickly when daily work is not completed.

Primary Responsibilities

· Receive and inspect incoming customer equipment and material.

· Compare incoming items against available purchase orders, packing slips, repair requests, or other customer documentation.

· Record incoming equipment accurately in the Encore database.

· Apply identification or tracking labels as required.

· Photograph or document visible shipping damage, missing items, or discrepancies.

· Deliver received equipment and paperwork to the correct technician or designated job queue.

· Maintain the organization and traceability of customer-owned equipment throughout the receiving and shipping process.

· Receive completed jobs from the technicians and administrative staff.

· Match completed equipment with the correct customer, job number, packing slip, and shipping instructions.

· Verify that all listed items, accessories, cables, and paperwork are included before shipment.

· Select the appropriate box, container, foam, and packing method for each item.

· Package tools, controllers, cables, and other industrial equipment to prevent damage or loss during transportation.

· Create shipping labels and process shipments using UPS and FedEx shipping applications.

· Select appropriate domestic and international shipping methods based on delivery requirements, cost, package size, value, and customer instructions.

· Prepare or assist with international shipping documents, including commercial invoices, product descriptions, country of origin information, declared values, and harmonized tariff codes.

· Track shipments and assist with resolving delayed, damaged, missing, or returned shipments.

· Maintain accurate shipping and receiving records.

· Keep the shipping and receiving area clean, organized, and safe.

· Monitor and maintain adequate supplies, including:

o Commonly used box sizes

o Foam-packing machine A-side and B-side materials

o Packing foam and protective materials

o Tape, labels, bags, and stretch wrap

o UPS and FedEx shipping supplies

o International shipping forms and document pouches

· Notify management in advance when supplies need to be reordered.

· Assist with periodic inventory checks and other related duties as needed.

Required Qualifications

· Previous shipping and receiving, warehouse, logistics, or order-fulfillment experience.

· Experience packaging equipment or other valuable and damage-sensitive items.

· Familiarity with UPS and FedEx shipping applications.

· Basic understanding of domestic and international shipping requirements.

· Strong computer and data-entry skills.

· Ability to accurately match equipment, job numbers, customer information, and shipping paperwork.

· Strong attention to detail and organizational skills.

· Ability to prioritize multiple incoming and outgoing shipments in a fast-paced environment.

· Dependable attendance and punctuality.

· Ability to communicate effectively with technicians, administrative staff, customers, and freight carriers.

· High school diploma or equivalent preferred; no college degree required.

Preferred Qualifications

· Two or more years of shipping and receiving experience.

· Experience shipping industrial tools, controllers, electronics, or repair equipment.

· Experience preparing international shipping and customs documentation.

· Knowledge of commercial invoices, harmonized tariff codes, country-of-origin requirements, and declared customs values.

· Experience using an ERP, inventory, service-management, or job-tracking database.

· Experience operating foam-in-place packing equipment.

Physical Requirements

· Ability to stand, walk, bend, reach, and perform repetitive packing activities throughout the workday.

· Ability to safely lift and move packages weighing up to 50 pounds.

· Ability to use carts or other material-handling equipment for heavier items.

· Ability to work safely around packing equipment and shipping materials.

Work Environment and Expectations

This is a hands-on position that combines computer work, detailed paperwork, material handling, and physical packaging. The workload may become demanding when several jobs are completed or received at the same time. Success in this position depends on maintaining an orderly work area, following consistent procedures, and completing daily receiving and shipping responsibilities promptly.

Reliable attendance is an essential function of this position because Encore receives and ships customer equipment every business day. The person selected must be able to work the assigned schedule consistently and notify management promptly of any unexpected absence or delay.