Shipping Administrative Assistant

Company Summary:

Exciting opportunity to join an established company that has spent 50 years leading and expanding the signage industry. AGI serves some of the most valuable and recognizable brands with the dedication from their 1,000 employees nationwide. With a purpose centered culture, we strive to achieve excellence through helping our customers build better brand experiences.

Job Summary:
The Shipping Administrative Assistant is responsible for managing the daily operations of shipping, including loading and coordinating Less-Than Truck Load (LTL) and Full Truck Load (FTL) schedules, handling driver check-ins and check-outs, and managing all shipping documentation. This role also includes sending shipping confirmation emails and maintaining a smooth workflow to ensure timely and accurate shipments. The Shipping Administrative Assistant will work closely with drivers, logistics teams, and warehouse staff to ensure efficient processes.

Key Responsibilities:

• LTL and FTL loading and Scheduling:
• Load all items to be shipped on either the LTL and FTL truck schedules within one hour of check in.
• Coordinate daily LTL and FTL schedules, ensuring efficient loading and timely deliveries.
• Work with program managers, plant leads and internal logistics teams to ensure smooth scheduling.
• Box up LTL for shipment
• Send transfer email for all raw material needed each day.
• Measurable Metric: Achieve a 98% on-time scheduling rate.
• Driver Check-in/Check-out:
• Oversee driver check-ins and check-outs, verifying shipment information and ensuring documentation is accurate.
• Provide clear instructions to drivers and address any issues.
• Measurable Metric: Maintain 99% accuracy in driver check-ins and documentation.
• Document Management:
• Print, file, and organize all shipping-related documents, such as bills of lading, packing lists, and invoices.
• Ensure all documents are filed in accordance with company policies for easy retrieval and compliance audits.
• Create morning meeting notes of items being shipped that are not checked in yet.
• Measurable Metric: Maintain a 100% document filing accuracy rate.
• Shipping Confirmation Emails:
• Send timely shipping confirmation emails to customers, vendors, and internal stakeholders, ensuring accurate shipment details are communicated.
• Track responses and ensure all confirmations are acknowledged.
• Mark in Epicor everything that has shipped
• Measurable Metric: Send 100% of shipping confirmation emails within 8 hours of shipment.
• Communication with Warehouse and Drivers:
• Act as a liaison between the shipping department, freight team, program management staff, plant leads, and drivers to resolve issues and ensure efficient workflows.
• Communicate shipment statuses to relevant departments and maintain a smooth flow of information.
• Measurable Metric: Resolve 95% of communication issues within 1 business day.
• Shipment Accuracy and Compliance:
• Verify the accuracy of all outgoing shipments to ensure they match customer orders and internal documentation.
• Ensure compliance with company policies and shipping regulations.
• Measurable Metric: Achieve 99% shipment accuracy and compliance.

Qualifications:

• High school diploma or equivalent (Associate degree preferred).
• 2 years of experience in shipping, logistics, or administrative roles.
• Strong organizational and time-management skills.
• Proficiency with Epicor software and Microsoft Office Suite.
• Excellent communication skills, both written and verbal.
• Knowledge of LTL and FTL shipping processes is a plus.
• HAZMAT shipping qualifications

Performance Metrics:

• On-time Scheduling Rate: 98%
• Driver Check-in Accuracy: 99%
• Document Filing Accuracy: 100%
• Shipping Confirmation Accuracy: 100%
• Communication Resolution Rate: 95%
• Shipment Accuracy: 99%

Working Conditions:

• This position involves working in a fast-paced office and warehouse environment.
• Regular interaction with drivers and warehouse staff.
• Occasional overtime may be required to meet shipment deadlines.

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid Time Off
• 401k 401k matching
• Monday to Friday, Overtime available

Job Type: Full-time

Schedule:

• Day shift
• Monday to Friday

Ability to Commute:

• Virginia Beach, VA 23453 (Required)

Work Location: In person