What are the responsibilities and job description for the Shipping and Office Coordinator position at The Paris Group?
Who we are:
We are The Paris Group, a privately held industry leader committed to excellence in all that we do. A diversified manufacturer and distributor of specialty food products, premium specialty coffee, 3PL, warehousing and distribution services, we believe we make the world in which we participate better, especially for our wonderful customers.
GENERAL SUMMARY
The Shipping & Office Coordinator keeps product, paperwork, and people moving smoothly at our coffee production plant. This person receives and verifies inbound materials, prepares outbound shipments, maintains accurate shipping and receiving records in company systems, and serves as the plant's front desk, welcoming visitors, vendors, and drivers. The role works closely with production, purchasing, quality, and finance and requires strong attention to detail, organization, and a professional, service-minded approach.
ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
- Receive inbound shipments of green coffee, packaging, ingredients, and supplies; verify quantities, condition, and lot information against purchase orders and bills of lading.
- Document and report overages, shortages, and damages, and support freight and vendor claims with photos and paperwork.
- Enter receipts and shipments in Microsoft Dynamics 365 Business Central, and scan and attach supporting documents using Zetadocs.
- Prepare outbound shipping documents, including bills of lading, packing slips, and labels, and coordinate carrier pickups for LTL, parcel (e.g., FedEx, UPS), and local deliveries.
- Schedule and manage dock appointments in OpenDock, and check in carriers and drivers.
- Collect, file, and maintain proof of delivery and other shipping and receiving records to support lot traceability, audits, and organic and food safety certifications.
- Communicate discrepancies and delivery issues to Purchasing, Production, Quality, and Finance, and follow up through resolution.
- Assist with staging materials, inventory counts, and transfers between the plant and warehouse, ensuring documentation is complete.
- Serve as the plant's front desk: greet and sign in visitors, vendors, and candidates, and ensure visitors follow GMP and safety requirements before entering production areas.
- Answer and route phone calls, and process incoming and outgoing mail and packages.
- Provide general administrative support to plant leadership, including filing, scanning, ordering office and break room supplies, and maintaining the reception area.
- Keep the receiving dock and front desk areas clean, safe, and organized.
- Follow all company policies, GMPs, food safety requirements, and safety protocols.
- Other duties as assigned.
SUPERVISORY RESPONSIBILITIES
N/A
FISCAL RESPONSIBILITY
Limited. Accurate receiving and shipping records directly support inventory accuracy, vendor payments, and freight claims.
MINIMUM QUALIFICATIONS
Required Education and Experience
- High school diploma or GED equivalent.
- One (1) to two (2) years of experience in shipping and receiving, warehouse, or administrative/front office work.
- Proficiency with Microsoft 365, including Outlook, Excel, Word, and Teams.
- Experience in food or beverage manufacturing preferred.
- Experience with an ERP or inventory system (e.g., Microsoft Dynamics 365 Business Central) preferred; we're willing to train the right candidate.
- Food handler's or food safety certification preferred.
Required Licenses or Certifications
- None. Forklift certification is a plus; pallet jack and equipment training will be provided.
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
- Shipping and receiving practices, including bills of lading, packing slips, proof of delivery, and freight claims.
- Basic inventory control, lot tracking, and traceability requirements in a food manufacturing environment.
- Parcel, LTL, and truckload shipping methods and carrier procedures.
- Front office and reception practices.
Skill in:
- Clear, courteous communication in person, by phone, and by email.
- Organizing paperwork and maintaining accurate records with strong attention to detail.
- Data entry and use of Microsoft Outlook, Excel, Word, and Teams.
- Prioritizing multiple tasks and handling interruptions in a fast-paced plant environment.
Ability to:
- Switch between front desk and dock responsibilities while keeping both running smoothly.
- Accurately count, inspect, and verify product and materials against paperwork.
- Present a welcoming, professional first impression to visitors, vendors, and drivers.
- Exercise sound judgment when escalating discrepancies, damages, or visitor concerns.
- Work independently and collaboratively with production, purchasing, quality, and finance teams.
- Safely operate a pallet jack and work around forklift and truck traffic.
POSITION TYPE AND EXPECTED HOURS OF WORK
- Work is performed at the coffee production plant, at the front desk and on the shipping and receiving dock.
- Monday through Friday 8am until 5pm, unless otherwise assigned.
- Occasional extended hours, including overtime, may be required to accommodate late carriers, peak shipping periods, or inventory counts.
TRAVEL
- Occasional local travel (e.g., parcel drop-offs or deliveries between company facilities) may be required.
WORKING CONDITIONS & PHYSICAL DEMANDS
- Work is split between the front desk and the plant's shipping and receiving dock.
- Requires standing, walking, bending, and reaching for extended periods on the dock, and sitting at a computer while covering the front desk.
- Dock work may involve exposure to hot and cold temperatures (approximately 40 to 100 degrees), forklift and truck traffic, roasting odors, and elevated noise levels.
- Incumbents may be required to lift up to 50 pounds occasionally and up to 25 pounds frequently, and to move pallets using a pallet jack.
- Must follow all GMP, food safety, and PPE requirements (e.g., hairnets, safety footwear, high-visibility vests) in production and dock areas.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EEO STATEMENT
- The Paris Group is an equal-opportunity employer. All employment decisions are made without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.
- Offers of employment are contingent upon successful completion of a criminal background check and a pre-employment drug screening, which includes testing for marijuana (THC), consistent with federal contractor requirements.
Page Break