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Shipping and Receiving Coordinator
Ref No.: 20-00371
Location: San Francisco, California
Job Description:
  • The Shipping and Receiving Coordinator supports the successful operation of facility, laboratory and business functions.
  • With minimum supervision and given general instructions, this individual carries out routine tasks and functions, and uses basic analytical skills to recognize and solve common problems of limited scope.
  • As a developing team player, the incumbent interacts with their immediate supervisor and personnel within their own work group to achieve team goals while building trust and collaborative relationships outside the immediate organization.
  • Coordinates Shipping and Receiving services and administrative functions.
  • Oversees all functions and operations of the Shipping and Receiving area while supporting Facilities supplies / Kitchen Stocking and mail / copy rooms.
  • Performs data entry, filing and maintenance of documentation supporting all Shipping and Receiving transactions.
  • Processes and audits all incoming deliveries for accuracy and completeness.
  • Compares identifying information and counts, weighs, or measures items of incoming and outgoing shipments to verify information against bills of lading, invoices, orders, or other records.
  • Examines incoming shipments, rejects damaged items, records shortages, and corresponds with shipper / customer to rectify damages and shortages.
  • Provides data for monthly metrics and discusses with staff to assess work volume and address operational concerns (volume packages received and shipped).
  • Delivers critical cold packages to end users in a timely and efficient manner.
  • Prepares, packages and ships requested packages per DOT / IATA guidelines.
  • Works with Customs and Brokers as needed to resolve any shipment issues.
  • Performs incoming / outgoing mail and package delivery tasks.
  • Performs other duties as assigned, including but not limited to light custodial tasks, event set up and the stocking of kitchens and break rooms.
  • Provides procurement system and budgetary oversight.
  • Resolves all receiving issues with Finance, Accounting and Purchasing.
  • Reconciles all received orders and receipts.
  • Supports Facilities operating budget within target goals for all contracted services and expenses.
  • Provides guidance to customers on shipping options to minimize unnecessary shipping costs.
  • Orders, stocks, organizes and maintains general office supplies, warehouse, mailroom and copy area supplies.
  • Manages projects of limited scope and complexity within their functional area.
  • Serves as a Shipping & Receiving site representative during interactions with all cross functional groups, as required.
  • Collaborates with Corporate and other site's Shipping & Receiving to align processes and procedures.
  • Schedules and coordinates pick up of all recyclable materials.
  • Provides excellent customer service and support.
  • Acts as a liaison in providing technical or logistics guidance to our site customers and contracted service providers.
  • Interfaces with R&D customers to ensure all expectations are being met.
  • Maintains a positive relationship with all the members of the Facilities department and our site customers while promoting a positive team environment.
  • Routinely coordinates work and customer communications to minimize impact to site operations.
  • Maintains compliance with corporate, safety, security and regulatory policies.
  • Maintains all assigned Corporate, Facilities and EHS training as required.

Qualifications:
  • Ability to invest time, as required, expediting or completing assignments which may necessitate working evening and / or weekend hours as necessary to meet business demands.
  • High level computer skills in Microsoft Office Suite Word, Excel, PowerPoint and Outlook with strong background in database systems. Ability to learn new software, such as enterprise business.
  • Firm knowledge of enterprise business systems such as Oracle or SAP, and firm understanding of purchase requisition submissions and purchase order generation systems.
  • Strong written and verbal communication skills.
  • Proficient with writing well-formulated emails and notifications.
  • Ability to effectively communicate with employees, contractors and vendors.
  • Excellent interpersonal skills with experience dealing with a diverse workforce.
  • Strong ability to organize assigned tasks in a high paced environment and concurrently monitor tasks / assignments with others that may impact timely completion. Ability to effectively manage multiple tasks and activities simultaneously.
  • Familiarity with Injury and Illness Prevention Plans (IIPP), Chemical Hygiene, and Blood Borne Pathogen (BBP) safety protocols.
  • Ability to plan, organize, prioritize and carry out work duties with minimum supervision.
  • Professional /Business Knowledge
  • Problem Solving
  • Team Player / Building Relationships
  • Multi-tasking
  • Customer Focus
  • Attention to Detail
  • Action Oriented
  • Active Listening
  • High School diploma
  • Minimum 4 years experience in a Shipping/Receiving environment or equivalent work experience.
  • Current DOT / IATA training certification
  • Current Hazardous Materials training certification

Working Conditions:
  • Occasional stooping, bending, stretching, pushing, pulling, reaching and/or lifting up to 50 lbs.
  • Ability to sit, stand, walk and move within workspace for extended periods.
  • Ability to perform repetitive tasks including hand to finger manipulations, grasping, pushing and pulling.
  • Ability to work safely in an environment with potential exposure to hazardous or infectious materials and waste.
  • Ability to work safely and effectively when working alone or working with others.