Shipping Documentation Coordinator

Position Overview: We are seeking a detail-oriented Shipping Documentation Coordinator to help maintain accurate, complete, and accessible records throughout the shipping process. You will prepare and review shipment paperwork, coordinate missing information with warehouse and dispatch teams, and track documentation from shipment preparation through delivery confirmation. This role is suited to someone who enjoys organized administrative work, follows up consistently, and can identify discrepancies before they cause operational delays. Key Responsibilities: Prepare and review bills of lading, shipment manifests, packing lists, and other required shipping records using approved templates and verified information. Check shipper and consignee details, pickup and delivery addresses, reference numbers, quantities, and reported weights against source records. Confirm that approved handling instructions and shipment requirements are reflected accurately in the documentation. Coordinate with warehouse personnel to reconcile shipment records with confirmed pallet counts, scan records, and loading information. Organize loading photographs and other supporting records when required by company procedures. Provide the correct document versions to authorized dispatch personnel, carriers, and other relevant parties. Follow up on missing signatures, incomplete records, and conflicting shipment details. Collect, review, and file electronic proof of delivery, including delivery dates, recipient information, and recorded exceptions. Update shipment documentation status in the company’s designated system. Review routine EDI-related document exceptions, where assigned, and escalate unresolved issues to the appropriate operations or technical contact. Maintain organized digital files with consistent naming, version control, and access permissions. Supply approved shipping records to billing or customer service teams when needed to resolve inquiries. Assemble supporting documentation for shipment discrepancies or claims without independently determining liability. Protect confidential customer, cargo, and commercial information. Flag incomplete documentation before shipment release and refer unresolved issues to the authorized decision-maker. Required Qualifications: Strong attention to detail and accuracy in data entry and document review. Ability to compare information across multiple records and identify inconsistencies. Working knowledge of spreadsheets, email, PDF documents, and digital filing systems. Clear written and verbal communication skills. Strong organization and follow-up skills. Ability to manage multiple shipment files and time-sensitive requests. Ability to follow documented procedures and handle confidential information responsibly. Pay: $22.00 - $24.00 per hour Benefits: 401(k) Dental insurance Health insurance Paid time off Vision insurance Work Location: In person

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