Shipping & Receiving Specialist II

Description

Shipping & Receiving Specialist II

Company: Opto-Knowledge Systems, Inc.
Classification: Non-Exempt | Hourly 

About the Role

The Shipping & Receiving Specialist II supports daily logistics and warehouse operations, managing incoming and outgoing shipments including inspection, packaging, documentation, and inventory records.

This role supports program schedules through the accurate and timely handling of materials and hardware, including items subject to export control requirements. The position also provides purchasing and administrative support and works closely with internal teams, vendors, and carriers to help keep day-to-day operations running smoothly.

What You’ll Do

• Shipping & Receiving: Receive, inspect, and log incoming shipments; verify contents against purchase orders and packing slips. Prepare and process outgoing shipments, including packaging, labeling, and carrier scheduling through UPS, FedEx, freight carriers, and other shipping providers.
• Inventory & Warehouse Support: Maintain an organized receiving area and inventory log. Promptly report discrepancies, shortages, or damaged goods to the appropriate team members.
• Carrier & Vendor Coordination: Coordinate with vendors and carriers to resolve shipping issues, delays, or claims. Track and communicate shipment status using internal systems.
• Logistics Coordination: Plan and coordinate inbound and outbound logistics to support program schedules, including carrier selection, delivery scheduling, freight quotes, and staging materials for time-sensitive shipments.
• ERP & Data Entry: Input and maintain shipping information in Odoo ERP, including inbound and outbound shipment records, ensuring accurate and timely updates.
• Compliance: Support compliance with applicable shipping regulations, export/import documentation requirements, and safety standards, coordinating with compliance staff on export-controlled items. Maintain a clean, safe, and organized warehouse and receiving area.
• Purchasing Support: Process and track purchase orders, vendor invoices, and procurement requests. Assist with sourcing vendors, obtaining quotes, and maintaining supplier contact records.
• Expense & Administrative Support: Assist with expense report processing and corporate card reconciliation, ensuring receipts and approvals are properly recorded. Provide general administrative support, including scheduling, data entry, filing, and preparing meeting materials.

What You’ll Bring

• High attention to detail and accuracy, particularly when handling shipping records, inventory, and documentation.
• Clear written and verbal communication skills with the ability to work effectively with employees, vendors, carriers, and leadership.
• Ability to manage multiple tasks and shifting priorities in a small-company, wear-many-hats environment.
• Strong organizational skills and the ability to maintain accurate records.
• Discretion when handling confidential business and financial information.
• Self-motivated with the ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook, as well as Google Workspace.
• Experience with shipping platforms such as UPS, FedEx, freight portals, and/or inventory management systems.
• Experience with ERP or purchasing systems such as Odoo, SAP, or QuickBooks is preferred.
• Familiarity with export-controlled or ITAR shipping documentation is a plus.

Education & Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 2+ years of experience in shipping/receiving, warehouse operations, or a similar role.
• 1+ years of administrative or office support experience.

A Few Additional Requirements

This position may involve access to information and hardware controlled under U.S. export control laws (ITAR/EAR). Candidates must be U.S. persons as defined under applicable export control regulations.

Employment is contingent upon successful completion of a background check. Certain assignments may also require the ability to obtain a Department of Defense security clearance.

This role works in both a warehouse/receiving environment and a standard office setting. The position regularly involves standing, walking, working at a computer, and handling packages and materials. Candidates should be able to lift, carry, and move packages weighing up to 30 pounds and occasionally operate warehouse equipment such as pallet jacks and hand trucks.

Work schedules may vary based on business needs and may occasionally include evenings, nights, weekends, or holidays.