Shipping and Receiving Coordinator

HTS Engineering Ltd.; Kingston; On-site; CAD 45,000 - 65,000; Full time

Job summary

HTS Engineering Ltd. seeks a Shipping and Receiving Coordinator to manage inbound and outbound material flows, ensure documentation accuracy, and support cross-functional teams across manufacturing operations.

The role requires strong attention to detail, a minimum of three years in shipping/logistics, and hands-on experience with ERP/SAP systems to optimize processes and compliance.

Qualifications

• High School Diploma or equivalent required.
• Minimum of three years shipping, receiving, warehouse, inventory, logistics, or material-handling experience required.
• Experience coordinating freight shipments and resolving shipping or receiving discrepancies required.

Responsibilities

• Receive materials via electronic ERP receipt and verify details.
• Review documentation and ensure accuracy before processing.
• Coordinate outgoing shipments, prepare packing lists and shipping documents.
• Maintain accurate records and monitor receiving and shipping accuracy.
• Implement process improvements to enhance logistics workflows.

Skills

Attention to detail

Organizational skills

Time management

Communication

Multitasking

Team collaboration

Education

High School Diploma

Tools

SAP

ERP systems

Microsoft Excel

WMS / warehouse systems

Job description

The Shipping and Receiving Coordinates the shipping and receiving operations, which includes timely and accurate handling of manufacturing materials and equipment, maintaining accurate documentation, implementing process improvements and collaborating with others to meet organizational goals.

Job Duties & Responsibilities

Receiving Operations

• Perform the electronic ERP receipt of incoming materials
• Review and file documentation before materials are accepted and processed.
• Verify item descriptions, part numbers, quantities, condition, project information, and applicable quality or inspection requirements.
• Assist in the reporting of shipment damage, shortages, overages, incorrect items, and documentation discrepancies.
• Work closely with the appropriate receiving, staging, inspection, quarantine, storage, or production team members to resolve storage solutions for received materials.
• Coordinate with Quality when inspection or approval is required before materials may be released.
• Assist with resolving complex purchase order, receiving, packing slip, and invoice discrepancies.
• Ensure receiving transactions and documentation are completed accurately and promptly.
• Monitor receiving-area organization, material identification, and the timely movement of materials.

Shipping Operations

• Coordinate and perform outgoing shipments of materials, equipment, fabricated assemblies, and completed products.
• Prepare and review packing lists, bills of lading, shipping labels, commercial documentation, required customs documentation for any cross boarder shipments, and other required records.
• Communicate and coordinate with required freight carriers, customs broker(s). customers, suppliers, Project Management, and Production to schedule and ensure shipment status is correct and meets Epsilon requirements.
• Verify quantities, identification, destination, delivery dates, shipping methods, weights, dimensions, packaging, and documentation.
• Assist in determining appropriate packaging, crating, banding, labeling, protection, loading, and securement requirements.
• Coordinate carrier scheduling, freight quotations, pickups, deliveries, tracking, and proof of delivery.
• Maintain accurate records and provide timely shipping-status updates to appropriate stakeholders.

General Responsibilities

• Assist with all Epsilon Shipping receiving requirements as needed Canada and USA.
• Understand CUSMA/USMCA requirements.
• Understand country-of-origin requirements and applicable tariff classifications
• Communicate professionally with fellow employees, suppliers, customers, contractors, customs brokers and freight carriers.
• Support a collaborative, accountable, and team-oriented work environment.
• Attend work on a regular and dependable basis.
• Perform additional duties and responsibilities as assigned.
• Implement process improvements to enhance efficiency and optimize logistics workflows

Job Qualifications

Education & Experience

• High School Diploma or equivalent required.
• Minimum of three years of shipping, receiving, warehouse, inventory, logistics, or material-handling experience required.
• Experience in a manufacturing, fabrication, construction, or project-based environment preferred.
• Experience coordinating freight shipments and resolving shipping or receiving discrepancies required.

Technical Qualifications

• Thorough knowledge of shipping, receiving, inventory, warehousing, packaging, loading, and material-handling procedures.
• Ability to read and interpret purchase orders, packing slips, bills of lading, shipping instructions, work orders, and inventory records.
• Experience preparing and reviewing freight and shipping documentation.
• Experience using ERP, SAP, warehouse-management, inventory, or shipping systems.
• Ability to learn and effectively use ERP, carrier systems, scanners, and other company software.
• Proficiency in Microsoft Outlook, Excel, and Teams.
• Ability to calculate and verify quantities, dimensions, weights, shipment classifications, and related information.

Professional Skills

• Strong attention to detail and commitment to accuracy.
• Strong organizational, planning, and time-management skills.
• Ability to manage multiple priorities and time-sensitive shipments.
• Strong analytical, problem-solving, and follow-up skills.
• Effective verbal and written communication skills.
• Ability to attend work on a regular and dependable basis.
• Ability to meet the physical and sensory demands of the position.
• Experience handling structural, mechanical, electrical, or fabricated materials.

Working Conditions

• Regular standing, walking, sitting, reaching, climbing or balancing, using fine motor skills; and stooping, kneeling, crouching, or crawling.
• Regular lifting and/or moving material (50 lb)
• Regular vision/sensory demands: close, distance, peripheral, depth, and ability to adjust focus.
• Be exposed to various environmental conditions, such as extreme temperatures, fumes, chemicals, odours, noise and vibration (>80%)
• Wear safety devices, clothing or other safety procedures (e.g., harnesses, safety goggles, ear protection and steel-toed boots) (>80%)
• Fast-paced environment with recurring deadlines, changing priorities, and time-sensitive shipments.