Shipping /Receiving Scheduler/Warehouse Administrative Support

Overview
Join our dynamic team as a Shipping and Receiving Scheduler along with providing Warehouse Administrative Support, where your customer service and organizational skills will keep our warehouse operations running smoothly. In this vital role, you will coordinate shipping and receiving schedules, prepare shipping & receiving documents, and provide essential administrative assistance to ensure seamless warehouse functions. This position offers an engaging environment for motivated individuals eager to contribute to efficient supply chain management while supporting office operations with professionalism and enthusiasm.

Duties

• Daily Prints and Maintains all Purchase Orders for Inbounds and Releases for Outbounds received via email from our customers for future matching to the carriers’ requests for appointments and reach out to our customers via email if we get a carrier request but do not have paperwork from our customer that matches request.
• Daily using Outlook responds to all emails from outside carriers requesting appointments for Inbound pickups or Outbound deliveries to our facility with a confirmed date and time
• Daily Maintains our Daily Online Excel/Paper Dock Schedules.
• Daily checks all truck drivers in/out upon arrival or departure. Ensuring they have an appointment and verify what they are bringing or taking using Purchase Order/Release number to ensure load is to come here or we load them with the correct outbound load. Then assigns drivers a door and notifies Warehouse staff via radio of truck arrivals and dock door assignments.
• Daily using 3PL Management system prepare all receiving documents and pallet labels for all inbound shipments.
• Daily using 3PL Management System prepare all shipping documents (BOL’s etc.)
• Daily using 3PL System close all Inbound Receipts and Outbound Shipments and create Invoices if necessary and Notify customer and Export to QuickBooks. Then make sure the paperwork is in proper order before stapling it together.
• Daily scans using Printer/Copier and Emails using Outlook all Inbound and Outbound Documents to our customers each day for all loads received or shipped for them.
• Answer all incoming calls and transfer to the correct person. Note: this is only a 2-line phone system.
• Daily enters all Outbound Shipments for the next day into the 3PL management system and Create Pick Lists for Warehouse Staff to prepare orders for shipment.
• Daily prepares and places all paperwork in assigned appointment slot for the next day.

Requirements

• High School Diploma or GED
• Proven office experience with strong organizational skills and attention to detail
• Proficiency in computer literacy including Microsoft Office Suite (Word, Excel, Outlook)
• Experience with clerical tasks such as filing, proofreading, data entry, and managing multi-line phone systems
• Excellent customer service skills with professional phone etiquette and the ability to handle inquiries efficiently
• Bilingual abilities are a plus to support diverse communication needs
• Prior experience in office management or administrative support roles preferred, especially in warehouse settings
• Familiarity with shipping software or warehouse management systems is advantageous
• Strong time management skills with the ability to prioritize tasks effectively in a fast-paced environment
• This role is ideal for candidates who thrive on organization, enjoy supporting team operations, and are eager to contribute to a well-functioning warehouse environment. We welcome applicants with diverse backgrounds in office administration, customer support or warehouse operations, who are ready to bring energy and precision to their work every day.

Pay: $22.00 - $25.00 per hour

Expected hours: No less than 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Outlook: 3 years (Required)
• Administrative: 3 years (Required)

Language:

• English (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Fulton, NY 13069 (Required)

Work Location: In person