Shipping Coordinator

Summary/Objective- Responsible for managing the end-to-end shipping process for domestic and international orders, ensuring timely and compliant dispatch of goods. This role requires proficiency in preparing Health Certificates (HCs) and coordinating with various internal and external departments, including production, warehouse, quality control, customers, and freight forwarders, to ensure all shipping documents are accurate and complete, meeting the import requirements of destination countries.

Essential Functions

1. Order Processing & Shipping Arrangements

• Receive customer orders, create and maintain shipment folders containing all relevant documents (PO, SO, Packing List, Invoice, etc.).
• Confirm product readiness with the production department and coordinate with the warehouse for staging and palletizing.
• Arrange domestic and international shipments by providing cargo dimensions, weight, and ready dates to customers or freight companies.
• Track shipment status to ensure on-time pickup and delivery.

2. Document Preparation & Management

• Prepare and review shipping documents such as Packing Lists, Commercial Invoices, Bills of Lading (BOL), and Shipper's Letters of Instruction (SLI).
• Prepare and submit Health Certificates (HCs) and related supporting documents (e.g., lab reports, affidavits) according to destination country requirements.
• Ensure all documents comply with the latest standards from USDA/APHIS and relevant importing countries.

3. Health Certificate (HC) Processing

• Prepare Health Certificates using the most recent templates, ensuring accuracy of exporter, consignee, and product information.
• Prepare appropriate HCs for both animal-origin and non-animal-origin shipments.
• Submit draft HCs and supporting documents to APHIS for endorsement, obtaining approval before cargo departure from the US.
• Scan and distribute endorsed HCs; mail original copies to specified addresses.

4. Internal & External Coordination

• Coordinate with the Quality Control (QC) team to obtain necessary lab reports (e.g., Salmonella, Enterobacteriaceae).
• Confirm document content, shipping addresses, and shipping arrangements with customers.
• Communicate with freight forwarders/brokers, providing required documents and confirming vessel/flight schedules.

5. System Operation & Record Keeping

• Use the MAS (SAGE) system to create packing lists, print invoices, and process sales orders.
• Ensure all shipping documents are stored according to designated file paths for traceability and auditing.

6. Quality Control & Compliance

• Ensure shipped goods meet customer specifications for quantity, weight, and packaging.
• Ensure all international shipments have endorsed Health Certificates before the cargo leaves the US.
• Identify and handle exceptions in the shipping process (e.g., shortages, overages, delays).

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

· Excellent communication and teamwork skills

· Detail-oriented, meticulous with strong organizational and multi-tasking capabilities

· Ability to work in a fast-paced environment, with strong problem-solving and contingency management skills

· Experience working with USDA/APHIS Health Certificate processes and international trade documents

· Proficiency in using MAS (SAGE) or other ERP systems

· Strong skills in Microsoft Office Suite (particularly Excel and Word)

· Good written English skills for handling emails and documents

Required Education and Experience

High school diploma or equivalent is required for this position. Degree in Logistics, International Trade, or a related field preferred by not required. Minimum 2-3 years’ experience in international shipping or logistics coordination; Health Certification experience highly desirable.

Preferred Education and Experience

Food manufacturing experience preferred but not required.

Supervisory Responsibility

This position has no supervisory responsibilities.

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $50,000 - $65,000