Shipping Receiving Coordinator II

JOB STATEMENT: The Shipping and Receiving Coordinator – Level II is responsible for executing and overseeing all Level I and Level II shipping and receiving functions. This role requires a thorough understanding of established procedures, the ability to work independently, and effective communication with personnel across departments. The coordinator ensures that all incoming and outgoing inventories are properly documented, accurately recorded, and handled in accordance with company policies and compliance standards. This position plays a critical role in maintaining inventory accuracy, supporting operational flow, and upholding the integrity of shipping and receiving processes.

ESSENTIAL DUTIES

Compliance & Communication

• Adhere to all ISO 9001, HACCP, and GMP standards and procedures.
• Follow all processes as outlined in the Shipping & Receiving SOP, unless otherwise authorized by a department leadership.
• Maintain clear and professional communication with interdepartmental staff, leadership at all levels, customers, guests, and third-party contacts.

Technical Proficiency & Administrative Tasks

• Accurately enter data and generate reports using the company’s ERP system (IFS), as well as other modules such as Novacura, and Ignition programs.
• Create and set up shipments in IFS and print Finished Goods Staging Sheets for lift operators.
• Print and confirm Bill of Lading (BOL) data ahead processing completed shipment in IFS.
• Generate and send daily shipping schedules to trucking companies and destination contacts.
• Enter daily production and shipment totals into excel logs, report Production & Downtime information.
• Perform balancing, reconciliation, and reporting for daily production against shipments
• Perform month-end reconciliation and reporting for the Compliance Department.
• Make necessary corrections in IFS to resolve issues related to production and/or inventory.

Shipping & Receiving Operations

• Verify driver identification and authorization for deliveries and pickups.
• Manually scan pallets into trailers and process shipments manually in IFS, whenever Novacura is unavailable or lift drivers are unable to complete loading process with scanners.
• Create RMAs (Return Material Authorizations) for inventory returns.
• Create and distribute outbound schedule for intersite transfers or customer product shipments
• Schedule and coordinate pickup of return pallets and bulk materials.
• Order emergency dry goods or supplies (e.g., glass) when required.
• Receive and deliver UPS and FedEx packages to appropriate departments
• Promptly notify departments or recipients when packages, materials, supplies, or wine deliveries arrive.

Teamwork & Performance

• Demonstrate a positive attitude and willingness to take direction from others.
• Exhibit strong organizational skills, attention to detail, and the ability to work both independently and collaboratively.
• Demonstrate a proven ability to manage multiple projects, and perform effectively in a fast-paced, dynamic environment.
• Assist in troubleshooting and handling of reasonable additional duties at instances of limited personnel availability. (e.g. pallet tags printing and/or supporting of MRC team).
• Always maintain good customer service skills and a professional demeanor.

JOB REQUIREMENTS

Education & Experience

• Proficiency in computer use and basic troubleshooting, including Windows operating systems and Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook).
• Previous experience in fields including (but not limited to):
  • Shipping, receiving, warehousing and/or logistics environment
  • Beverage, Manufacturing and/or distribution industries

Technical Knowledge

• Familiarity with company products and data/order entry systems.
• Basic understanding of document management controls, retrievals, and updates.
• Working knowledge and understanding of similar ERP and/or other automated systems flows applicable to the role.
• Ability to execute basic troubleshooting and processing manual transactions in ERP system

Core Competencies

• Strong verbal and written communication skills
• Ability to interact and communicate effectively with interdepartmental staff, leadership at all levels, customers, guests, and third-party contacts.
• Ability to perform under pressure while managing multiple tasks efficiently.
• Detail-oriented with good organizational and problem-solving abilities.
• Maintain organized and clutter-free desk and cabinet storage areas.

Physical Requirements

• Ability to lift up-to 40 pounds occasionally.
• Must be able to sit for extended periods while working at a computer.
• Perform tasks using standard office and warehouse computer equipment.

Work Environment

• Work performed primarily in an indoor, climate-controlled environment.
• Exposure to a moderate noise level, typical of warehouse or production settings.

Personal Protective Equipment (PPE)

• When in the production facility, the following PPE is required:
  • Side-shield safety glasses, Safety vest, Head and/or ear protection, and protective footwear