Shipping/Receiving Office Lead

Job Summary

The Shipping Office Lead ensures the safe, accurate, and efficient execution of shipping/receiving, billing, inventory, and third-party warehouse activities. This position coordinates daily workload, supports service and inventory accuracy, and provides day-to-day direction, training, and accountability for two employees while serving as the primary operational contact for assigned shipping activities.

Role and Responsibilities

• Adhere to and reinforce safe working practices at all times.

• Lead daily start-up activities, assign work, establish priorities, and monitor completion for two employees.

• Conduct daily area checks for safety, quality, GMP, documentation, and process compliance; correct or escalate issues promptly.

• Train, coach, and support employees on shipping procedures, systems, customer requirements, inventory controls, and safe equipment operation.

• Coordinate the release of product from third-party storage facilities for shipment or customer pickup, monitor transfers transactions and validates inventory readiness for reconciliations

• Ensure bills of lading and all required shipping documentation are accurate, complete, and issued on time.

• Enter ASN data and complete related system transactions when required.

• Prepare shipments in accordance with customer-specific shipping requirements in their portals.

• Coordinate daily truckloads, shipment priorities, dock activity, and appointment schedules.

• Communicate with carriers, third-party warehouses, Planning, Customer Service, Transportation, and Operations regarding shipment status, shortages, delays, or changes.

• Unload vehicles safely and efficiently when operational support is required.

• Organize and prioritize daily pick orders to meet shipping schedules and customer commitments.

• Perform and oversee cycle counts, inventory research, and reconciliation activities to maintain inventory accuracy.

• Notify Planning and management of actual or potential product shortages and recommend appropriate next steps.

• Complete and verify required records accurately and on time to ensure full traceability.

• Follow and reinforce company Good Manufacturing Practices (GMPs), food safety standards, and quality requirements.

• Maintain a clean, organized, and audit-ready shipping / receiving office and work area.

• Plan work in advance to reduce downtime, labor inefficiency, shipment delays, and service disruption.

• Maintain accurate operational data, logs, and performance records.

• Manage and verify Ross system transactions and resolve routine transaction errors.

• Serve as the first point of escalation for routine shipping, documentation, inventory, and scheduling issues.

• Monitor employee attendance, task execution, work quality, and adherence to procedures; communicate concerns to the direct supervisor.

• Provide shift handoffs and timely updates to all relevant parties regarding open items, risks, and changes.

• Perform other duties reasonably assigned by management.

LEVEL OF RESPONSIBILITY

• Works with general supervision and independently organize daily shipping activities within established policies and schedules.

• Assigns work, provides direction, and influences the daily actions and priorities of two employees.

• Maintains regular contact with internal departments, carriers, third-party warehouses, and customers as required to support shipments.

• Makes routine operational decisions affecting shipping flow, inventory accuracy, documentation, labor utilization, and customer service.

• Escalates safety, food quality, employee relations, service, and material inventory risks to the direct supervisor. Errors may affect shipment timing, inventory integrity, cost, traceability, or customer service.

SUPERVISORY RESPONSIBILITIES

• Provides daily work direction, training, coaching, and performance feedback for two employees.

• Supports onboarding, schedule coverage, policy compliance, issue resolution, and consistent execution of standard work. Formal disciplinary action, compensation decisions, hiring, and termination remain with management unless specifically delegated.

REQUIRED

• Associate degree or equivalent combination of education and relevant experience preferred.

• Three or more years of shipping, warehouse, inventory, logistics, or manufacturing experience; food industry experience preferred.

• Previous lead, training, or work-coordination experience preferred.

• Experience working in temperature-controlled environments and handling perishable products.

• Working knowledge of shipping documentation, bills of lading, ASN processing, inventory transactions, cycle counting, and traceability requirements.

• Proven commitment to safe work practices, GMPs, food safety, quality, and accurate documentation.

• Strong leadership, interpersonal, coaching, and conflict-resolution skills.

• Organized, dependable, detail-oriented, and able to make sound decisions in a fast-paced environment.

• Ability to work all scheduled shifts, report on time, and support schedule changes or overtime based on business needs.

• Intermediate data-entry, email, spreadsheet, and document-formatting skills; experience with Ross or a comparable ERP/WMS preferred.

ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES

• Ability to operate or learn to operate a pallet jack and forklift, subject to required authorization and training.

• Ability to communicate clearly and professionally with employees, supervisors, carriers, customers, and cross-functional partners.

• Commitment to food safety, product quality, service, and continuous improvement.

• Excellent attention to detail and follow-through.

• Effective verbal and written communication skills.

• Professional telephone and email skills.

• Strong time management, problem-solving, planning, and organization skills.

• Ability to interpret shipment requirements, reconcile quantities, and perform basic business calculations.

• Ability to remain composed, prioritize competing demands, and escalate issues appropriately.

• Bilingual English and Spanish skills required.

WORKING CONDITIONS AND PHYSICAL EFFORT

The work environment characteristics described here are representative of those a Shipping Lead encounters while performing the essential functions of this job.

Physical Demands/Efforts

• Work requires occasional physical exertion including some lifting of objects weighing up to 40 pounds.

Mental & Visual Demands

• Work performed by this position requires moderate mental concentration to effectively execute moderately complex tasks.

• Work requires frequent visual effort for extended periods of time.

Work Environment and Hazards

• Employee works in a manufacturing setting with frequent exposure to heat/cold, dust, noise or other factors that may require protective equipment and still pose a hazard.

• This position has regular exposure to hazards that could result in injury and loss of time at work.

• Travel is not required for this position.