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Shipping Coordinator

Company: Edgar Cayce A.R.E
Location: Virginia Beach
Posted on: May 16, 2022

Job Description:

Shipping Coordinator
Job Overview:

Monitor product inventory levels and coordinate the centralized purchasing, receiving and transfer of inventory, which includes maintenance of inventory database. Provide mail service for all outbound mail and in-house mail delivery services. Process all incoming trade orders and returns; includes data entry of orders as well as packing and shipping. Pack and ship all outbound direct mail orders. Work with Director on Production jobs including writing up purchase orders and initiating quote requests.

Special Note: Requires ability to comply with COVID-19 policy requirements, including ability to wear face mask and maintain social distancing.

Responsibilities (include but not limited to):


  • Perform all duties for packing and shipment of trade and retail orders, including departmental premiums;
  • Sort, weigh, meter all USPS and UPS packages and letter mail; monitor and maintain adequate monies on USPS meter and meter supplies;
  • Keep up-to-date with any changing rules, rates and regulations with USPS and UPS; communicate applicable changes with staff;
  • Perform updates on shipping stations with most current Street Smart software;
  • Perform month-end balancing and closing out of Pitney Bowes mail machine;
  • Prepare all foreign orders using USPS Online;
  • Work with Director on production/print jobs, includes creating purchase orders, initiating quote requests, and working with print and mailing vendors
    Purchasing/Receiving/Trade Sales
    • Maintain inventory database and existing information, to include entering new information;
    • Monitor inventory; collaborate with Director on respective order quantities;
    • Create purchase orders in QuickBooks; enter inventory receipts into Aptify upon receipt of product;
    • Coordinate and transfer needed inventory from offsite warehouse to main warehouse; insure the control and security of entire inventory;
    • Enter trade/wholesale orders into Aptify; download online trade orders from SPS Commerce, Amazon and process outbound shipment info on same;
    • Pack and ship all trade and retail orders;
    • Enter trade/wholesale returns into Aptify;
    • Monitor trade accounts receivable and send out monthly statements;
    • Contact past due accounts; provide documentation to expedite receipt of monies due;
    • Process vendor invoices and approve for payment;
    • Communicate any inventory/vendor issues (i.e., backorders, out of stock, etc.) to director.
    • Participate in yearly physical inventory working with Director and auditors.
    • Protect the assets of A.R.E. through the secure handling of keys and money;
    • Other related duties, as needed or requested.
      Required Education and Experience:
      • High school graduation or G.E.D. equivalency required;
      • Minimum two years' experience in customer service required, medical office experience preferred.
      • Minimum two years' experience working with personal computer systems (Windows XP, Firefox Mozilla & Microsoft Office) required.
      • Minimum five years' experience in shipping/warehousing, office management operations, and inventory management required.
        Required Knowledge, Skills, and Abilities:

        • Knowledge of UPS and USPS rules/regulations for mailing Domestic & Foreign letters & packages is essential to job performance;
        • Knowledge of shipping, receiving and inventory procedures; methods of invoicing, including discounts and taxes is required;
        • Requires good working knowledge of A.R.E. resources and available services;
        • Strong interpersonal skills in problem solving, tact, diplomacy, and objectivity required.
        • Excellent communication skills required -- oral, written, listening -- to exchange information with a variety of individuals.
        • Excellent organization, project management, time-management and leadership skills required, with demonstrated ability to manage competing deadlines.
        • Excellent computer skills including Microsoft Office (Excel and Word) required;
        • Ability to meet deadlines consistently while working under broad supervision, utilizing independent judgment;
        • Ability to gauge customer satisfaction for repeat purchases, which has measurable impact on organization's income, credibility and reputation;
        • Required ability to provide a high level of service, display positive disposition toward helping others; maintain a strong customer focus with demonstrated enthusiasm/respect in working with people from diverse backgrounds
        • Cooperative, professional, teamwork attitude required as position regularly deals with all levels within the organization and with outside vendors.
        • Ability to set priorities among competing jobs required, using values of importance to the organization, departmental needs, and urgency as some of the criteria;
        • Requires close attention to detail and an even temperament when interacting with team members, other staff members and outside vendors;
        • Work requires a high level of analytical ability while performing arithmetic computations accurately with ease;
        • Ability to stand for long periods of time and to stock shelves.
        • Ability to move packages, inventory, supplies and stock on a daily basis.
        • High degree of emotional intelligence and maturity - demonstrating adaptability, engagement and enthusiasm.
        • A good sense of humor.
          Special Job or Training Demands:

          • Valid Virginia driver's license required;
          • Driving record to be submitted to A.R.E. insurance carrier as approved driver for company business.
            Scope and Impact of the position:

            • This position acts continuously as a representative of the A.R.E. as an organization; must project a positive image as reflected by the philosophy of the key principles in the Edgar Cayce readings
            • Effective performance of this position is critical; position has a major effect on revenues and significant financial contribution to the organization
              Physical requirements:

              • The ability to move between buildings on uneven ground and to use staircases in historical buildings without elevators is required.
              • Ability to life and carry 50 lbs. of boxes of materials/supplies and transport over uneven ground on a regular basis is required.
              • Ability to move between buildings on uneven ground and to use staircases in historical buildings without elevators is required.
                Equal employment opportunity for all is an essential philosophy at the A.R.E. and throughout the organization, including Atlantic University, Edgar Cayce Foundation,
                Cayce/Reilly School of Massage, and the A.R.E. Health Center and Spa. We will evaluate all applicants for employment without regard to sex, race, religion, marital status,
                sexual orientation, age, national origin, color, veteran status, non-disqualifying disability, genetic information, or any other characteristic protected by law.

Keywords: Edgar Cayce A.R.E, Virginia Beach , Shipping Coordinator, Professions , Virginia Beach, Virginia

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