Shipping & Receiving Coordinator

Position Summary

The Shipping & Receiving Coordinator is responsible for coordinating all incoming and outgoing shipments to ensure the accurate and timely processing of materials, supplies, and equipment across Methodist Healthcare Ministries (MHM). This role involves managing shipping and receiving documentation, maintaining inventory accuracy within the purchasing system, and ensuring compliance with safety and regulatory standards. The position works closely with the Procurement and Materials Management teams to support operational efficiency, accuracy, and customer service excellence.

Salary

The starting hourly rate begins at $21.75. Mid range at $26.94. Actual starting rate will be commensurate with experience and education. 

Scope and Impact

This role is essential to maintaining MHM’s operational effectiveness through the accurate tracking, verification, and distribution of materials and supplies. The Shipping & Receiving Coordinator ensures smooth logistics operations that support MHM’s clinics, departments, and programs while safeguarding the integrity of inventory and shipping documentation.

Decision-Making Authority

Operates under general supervision, exercising independent judgment in verifying shipments, resolving discrepancies, and ensuring documentation accuracy. Coordinates with internal stakeholders and external vendors to address issues related to damaged, lost, or back-ordered items.

Interactions / Working Relationships

Collaborates with the Procurement and Materials Management teams, vendors, delivery carriers, and internal departments to facilitate the receipt and distribution of supplies. Maintains effective communication with vendors, staff, and other operational teams to ensure timely delivery and processing of materials.

Essential Duties and Responsibilities

• Verify and maintain records of all incoming and outgoing shipments.
• Input shipping and receiving data, including packing slip and receipt information, into MHM’s purchasing software to support timely invoice processing.
• Load and unload shipments, deliver mail, and transport materials using hand trucks, carts, or other handling equipment.
• Unpack, inspect, and route incoming deliveries, rejecting damaged items, documenting shortages, and coordinating resolutions with shippers and internal staff.
• Review and verify packing slips and visual inspections of received items to ensure materials match MHM purchase orders, including vendor details, quantities, and descriptions.
• Document discrepancies or damages on bills of lading, packing slips, or other receiving documents.
• Monitor and update MHM’s purchasing system to maintain accurate and reliable inventory data.
• Prepare items for shipment by assembling, packaging, and labeling them in accordance with vendor specifications and regulatory requirements.
• Coordinate carrier pick-ups, returns, and shipment tracking.
• Maintain adequate inventory of shipping supplies and packaging materials.
• Process defective parts for replacement or credit as needed.
• Generate tracking and aging reports, following up on delayed or outstanding shipments.
• Ensure compliance with all applicable hazardous material shipping and safety regulations.
• Maintain a clean, organized, and safe work area in accordance with MHM safety standards.
• Deliver requested items to departments as necessary.
• Stay informed on environmental, safety, and hazardous material regulations and procedures.
• Collaborate closely with the Materials Management team to coordinate central supply deliveries.
• Partner with the Procurement team to address damaged, lost, or returned orders.
• Perform other duties as assigned.

Supervisory or Leadership Responsibilities

This position does not have formal supervisory responsibilities but may assist with the coordination of temporary or contracted shipping staff as needed.

Qualifications

Minimum Qualifications (Required) 

• Education: High School Diploma or GED required.
• Licenses/Certifications: None
• Experience: At least one (1) year of experience in materials management, inventory control, or a similar shipping and receiving role preferred.
• Other Required Skills/Knowledge:
• Strong communication and organizational skills.
• Proven ability to manage multiple tasks with attention to detail and accuracy.
• Strong problem-solving and time management abilities.
• Demonstrated integrity and professionalism in handling materials and documentation.
• Ability to read and interpret shipping documents, purchase orders, and safety manuals.

Preferred Qualifications

• Experience with purchasing or inventory management software.
• Experience in a healthcare or clinical logistics environment.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of shipping, receiving, and inventory control processes.
• Familiarity with logistics documentation, including packing slips, bills of lading, and invoices.
• Ability to safely operate material handling equipment (e.g., hand trucks, carts, manlifts).
• Knowledge of OSHA and hazardous materials regulations.
• Strong analytical skills with the ability to identify and resolve discrepancies.
• Commitment to teamwork, accountability, and continuous improvement.

Language Skills

• Fluent in English required; bilingual (English/Spanish) preferred.
• Ability to read and interpret safety and operations manuals and communicate effectively with coworkers, vendors, and management.

Technology and Tools

• Proficiency in Microsoft Office applications, including Outlook, Word, PowerPoint, and Excel.
• Working knowledge of internet-based tools and enterprise purchasing or inventory systems preferred.

Work Environment and Physical Demands

Work is performed in a warehouse, office, and clinical support environment.

• Regular exposure to indoor and outdoor conditions while loading and unloading materials.
• Frequent bending, stooping, twisting, walking, and standing for extended periods.
• Must be able to lift, carry, and maneuver up to 25 pounds.
• May involve working near mechanical equipment or handling potentially hazardous materials with appropriate safety precautions.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 
• Up to 15% travel required, including local in-town travel between MHM facilities.
• Must maintain a valid driver’s license, automobile insurance, and reliable transportation.