Shipping Administrator

at  ODell HVAC Group

O’Dell HVAC Group is a well-established heating, ventilating, and air conditioning (HVAC) equipment representative that works across Ontario with engineers, building owners, mechanical and sheet metal contractors in both commercial and industrial settings.

Reporting to the Freight & Logistics Coordinator, the Shipping Administrator plays a crucial role in ensuring the smooth and efficient operations of the shipping department. This position involves managing various aspects of the shipping process, including coordinating shipments, tracking orders, handling documentation, and communicating with internal teams, and shipping partners. The Shipping Administrator is responsible for maintaining accurate records, resolving shipping-related issues, and contributing to overall customer satisfaction.

• Please note that the location for this job is flexible (based at any of our Ontario office locations).

Order Processing and Coordination:

• Receive and process incoming orders for shipment.
• Coordinate with the sales team, warehouse personnel, and logistics partners to ensure timely and accurate order fulfillment.
• Verify shipping details, including addresses, quantities, and special requirements.

Documentation and Record Keeping:

• Prepare and maintain shipping documents, such as packing lists, bills of lading, and customs forms, in compliance with regulations.

Communication:

• Liaise with internal teams to gather necessary information for shipments.
• Communicate with internal customers regarding order status, shipment delays, and any potential issues.
• Collaborate with shipping partners and carriers to arrange pickups, deliveries, and resolve transportation-related matters.

Tracking and Monitoring:

• Monitor shipments in transit to ensure they are progressing according to schedule.
• Provide tracking information to internal stakeholders as needed.
• Address any delays or issues that may arise during the shipping process.

Issue Resolution:

• Collaborate with the customer service team to handle customer inquiries and complaints related to shipping.

Compliance and Regulations:

• Stay informed about shipping regulations, import/export laws, and customs requirements to ensure compliance.
• Prepare and submit necessary documentation for international shipments, including customs declarations.

Process Improvement:

• Identify opportunities to streamline shipping processes, reduce costs, and enhance efficiency.
• Help implement improvements in collaboration with relevant teams to optimize the overall shipping operation.