Outbound Logistics Documentation Coordinator

Outbound Logistics Documentation Coordinator

A day in the role

Start your morning by pulling the ready documentation from manufacturing and opening the shipment file. You’ll compare the pick sheet against the sales order write-up, purchase order, and quote to confirm every detail aligns before anything leaves the dock. With accuracy confirmed, you’ll assemble carrier and customs paperwork, prepare invoices, bills of lading, and packing slips, and make sure the sales order and P.O. match. You’ll also double-check invoice details against the P.O. and attach file copies of the shipper and bill of lading to keep records complete.

As shipments queue up, you’ll coordinate schedules and priorities with carriers, customers, and account managers. You’ll arrange dedicated or expeditor trucks when timelines are tight. In the UPS system, you’ll print labels and affix label / packing slips for the daily pickup; you’ll do the same online for FedEx and DHL. For LTL moves, you’ll price, initiate pickup requests, and generate the bill of lading.

Throughout the day, you’ll mail or e-mail invoices and enter invoice data into customer portals as required. You’ll maintain open sales order files, verify picking lists against packing lists to confirm shipments, then close sales orders and reconcile the file (P.O., quote, sales order, invoices). At month end, you’ll reconcile the Freight report to ensure proper charges were applied, file any freight claims, and secure competitive rate quotes—including calculating appropriate upcharges to customers. You’ll also create and maintain Late Delivery and Manual Shipping logs, close daily invoicing in the system, and clear negative tiers daily.

For exports, you’ll maintain yearly NAFTA certificates for customers who require them.

Warehouse and material flow

• Receive and verify incoming products; enter receipts into Sage / Mas90 and M2K daily.
• Distribute received materials to the correct departmental staging areas.
• Keep the shipping area stocked with supplies and equipment; request wood, crates, pallets, boxes, and packing materials as needed.
• Handle clerical filing as required.
• Perform the final load check to verify all materials are on the truck; take pictures of outgoing shipments.
• Assist with packaging (close, tape, complete pick sheets) and help load trucks when needed.
• Pick up or deliver raw materials, parts, components, or finished goods to customers or vendors when required.
• Conduct routine inspections on forklift trucks to ensure safe operating conditions.

Projects, safety, and standards

What you know

Qualifications

Additional proficiency