Service Shipping Coordinator

Job Title: Service Shipping Coordinator

    Reports To: Service Assistant Manager 

Job Purpose

The Service Shipping Coordinator is responsible for managing and overseeing the shipment of service-related parts, equipment, and materials. This role ensures timely, accurate, and cost-effective delivery of goods to customers, service technicians, and internal departments. The coordinator works closely with logistics providers, service teams, and warehouse staff to maintain smooth operations and high customer satisfaction.

Duties and Responsibilities

Key Responsibilities:

• Coordinate and Monitor Service Shipments:
  • Schedule and track outgoing and incoming shipments.
  • Ensure timely delivery of service parts.
  • Interact with carriers, couriers, and internal teams.
• Documentation and Compliance:
  • Prepare shipping documents including commercial invoices, packing slips, and bills of lading, certificates of origin.
  • Ensure compliance with international trade laws, import/export regulations, and company policies. 
  • Coordinate international shipments from origin to destination, ensuring timely delivery and compliance with all regulations.
    •  HTS - Codes
• Inventory and Order Management:
  • Maintain accurate inventory records through SAP.
  • Process service orders and ensure correct items are shipped.
  • Conduct regular cycle counts and inventory audits to ensure accuracy of stock levels as it relates to the Service fleet. 
• Customer and Team Communication:
  • Respond to inquiries from the service department and customers.
  • Provide shipping updates and resolve delivery issues.
  • Collaborate with service and warehouse teams to meet operational goals.
• Logistics Optimization:
  • Use logistics software to optimize routes and shipping costs.
  • Evaluate carrier performance and negotiate rates.
• Quality and Safety Assurance:
  • Inspect outgoing packages for accuracy and condition.
  • Ensure proper packaging and labeling to prevent damage.
  • Plays a key role in handling RMA (Return Merchandise Authorization) process. This includes handling product returns, ensuring accurate tracking, and keeping all stakeholders informed.
• Responsibilities may evolve based on business needs and direction from management.

Qualifications

• High school diploma or GED required; associate or bachelor’s degree in logistics, supply chain, or business preferred.
• 2 years of experience in shipping, logistics, or service coordination.
• Proficiency in logistics software and Microsoft Office (especially Excel).
• Strong organizational and multitasking skills.
• Excellent communication and problem-solving abilities.
• Knowledge of shipping regulations and safety standards.
• SAP or equivalent ERP system knowledge

Working Conditions

• This role requires flexibility in scheduling to accommodate fluctuating outbound volumes, including potential early morning or evenings, to accommodate shipments using carriers such as UPS, FedEx, and other logistics providers.
• Warehouse and office setting.
• Occasional local travel for pickups or deliveries.
• Employee must be able to manually enter data to the computer system and understand the screen and images that appear. 
• Frequent lifting and carrying up to 10 lbs and occasionally lifting up to 50 lbs. 
• Use of hands to hold, lift and handle materials. 
• Occasional climbing, bending and squatting. 

Direct Reports

Direct Reports:      None

FLSA: Non-Exempt