Position Overview:
The Outbound Shipping Specialist is responsible for coordinating the final processing, staging, and shipment of outbound orders from the distribution center (DC). This role ensures timely and accurate deliveries in accordance with customer expectations, company procedures, and safety standards. The Specialist collaborates closely with internal departments, logistics providers, and customer service teams to execute daily shipping operations, monitor performance metrics, and maintain documentation and records. Additionally, the role provides operational guidance to Quality Control and Material Handling team members assigned to outbound shipping lanes.
This position requires strong organizational skills, working knowledge of shipping and ERP systems, attention to detail, and proactive communication with cross-functional teams. The Outbound Shipping Specialist plays a critical role in ensuring that customer orders are processed accurately, loaded safely, and shipped on schedule.
Key Responsibilities:
1. Shipping Coordination & Execution
- Manage outbound shipments for Truckload (TL) and Less-Than-Truckload (LTL) orders, ensuring accuracy and timeliness.
- Assign shipping lanes and dock locations for outbound orders based on customer SOPs and daily workload.
- Schedule outbound freight pickups directly with carriers or through customer logistics teams.
- Ensure compliance with shipping guidelines including correct packaging, pallet configuration, labeling, and loading.'
2. Documentation & System Management
- Prepare Bills of Lading (BOLs), assign PRO numbers, and enter shipment details into Sage ERP and other warehouse systems.
- Maintain accurate records of shipments, delivery confirmations, and documentation filing in accordance with SOPs.
- Handle inbound paperwork and distribute necessary communications regarding receipts to internal departments.
3. Team Supervision & Workflow Oversight
- Oversee day-to-day work of Quality Control and Material Handling personnel assigned to the outbound shipping area.
- Assist with labor planning and staffing adjustments based on shipping volume and master shipping schedules.
- Monitor compliance with standard operating procedures (SOPs), safety protocols, and quality standards.
4. Communication & Customer Coordination
- Communicate with internal teams (Customer Service, Inventory, Receiving, and Operations) to ensure alignment on outbound schedules.
- Notify Strategic Account Service Specialists of shipment departures to support customer communication requirements.
- Proactively provide shipment status updates, tracking information, and resolution of delays or exceptions.
5. Safety & Compliance
- Promote and enforce compliance with all safety policies, including proper PPE use, material handling procedures, and dock safety.
- Ensure outbound shipping processes align with OSHA and company safety regulations.
6. Performance Monitoring & Reporting
- Track shipping KPIs and provide daily/weekly/monthly reports on outbound performance and order accuracy.
- Participate in continuous improvement efforts by identifying workflow bottlenecks and recommending solutions.
7. Additional Duties
- Maintain a clean and organized shipping area.
- Perform other related duties as assigned.
Reporting Structure:
- Reports directly to the Outbound Supervisor
- This position does not have any direct reports but may provide guidance and/or direction to the Material Handlers (Forklift Operators) that work with the Receiving Department.
Key Requirements:
Experience: Minimum of 2–3 years in outbound shipping, logistics, or warehouse operations. Experience in scheduling freight pickups and preparing documentation for TL and LTL shipments is required. Supervisory or team lead experience is a plus.
Skills: Strong organizational and time management skills. Ability to prioritize multiple tasks and work under tight deadlines. Excellent communication skills with both internal teams and external carriers or customers.
Knowledge: Proficiency in using Warehouse Management Systems (WMS), NetSuite, Gmail, and Microsoft Office applications (Excel, Word, Outlook). Familiarity with BOL preparation, freight scheduling, and industry shipping terminology.
Technology: Experience using ERP systems, shipping software, and email communication platforms. Ability to learn and adapt to new systems as needed.
Education: High school diploma or equivalent required. Post-secondary coursework in logistics, supply chain, or business administration is preferred.
Physical Requirements:
The Outbound Shipping Specialist is based in a distribution center and is expected to work in an active warehouse environment with frequent movement, standing, and equipment interaction.
Mobility: Must be able to move easily through the facility, including walking on concrete floors, climbing stairs, and accessing dock and pallet areas.
Standing and Walking: Required to stand and walk for extended periods (4 or more hours per shift).
Lifting and Carrying: Required to lift or carry items weighing up to 50 pounds without assistance.
Posture and Motion: Regular use of computers, handheld scanners, and other warehouse equipment.
Vision and Hearing: Adequate for safe equipment operation, system use, and verbal communication in noisy environments.
Work Environment: Includes exposure to warehouse conditions such as powered equipment, fluctuating temperatures, and operational noise.
Travel Requirements:
This position may require less than 1% travel between DMA's distribution centers and to attend training events.
**No relocation assistance is available for this on-site position.**
Equal Opportunity and Accommodation Statement:
DMA Industries, LLC is proud to be an Equal Opportunity Employer. We are committed to building a diverse and inclusive workplace where all employees are respected, valued, and empowered. We welcome applicants of all backgrounds and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local law. We also recognize the importance of accessibility and are committed to providing reasonable accommodations to individuals with disabilities throughout the hiring process and during employment. If you require assistance or accommodation at any stage of the application or employment process, please inform us so that we may support your needs appropriately.
