Sample Shipping and Customer Service Coordinator

Position Summary: This position is responsible for coordinating the efficient and timely shipping of flavor samples to customers, ensuring accurate documentation, and maintaining excellent communication with internal and external stakeholders. Additionally, this position will support customer order management and service inquiries.

Job Responsibilities: 

• Forecast daily shipments by utilizing systems and analyzing customer orders 
• Process sample requests from customers and ensure that the correct samples are selected and prepared
• Prepare dangerous goods (DG) shipments utilizing DG shipping requirements to prepare flammable/non-flammable shipments via air and ground
• Communicate with Customer Service to keep the customer informed of anychanges or delays in their shipments
• Scan all sample paperwork/shipping documents to the correct database (Salesforce, Sage, SharePoint)
• Prepare shipping labels, packing slips, technical documents, and send tracking information to the sales team and customers 
• Arrange shipping with FedEx based on the location of shipment and coordinate delivery timelines to ensure samples reach clients on time 
• Collaborate with sales team, R&D, and customers to confirm sample requests and feedback on the products sent.
• Monitor inventory of sample related materials and maintain an organized inventory to fulfill requests promptly.
• Forward the prepared shipping documents to sales representatives
• Review and validate all customer orders that were shipped the previous business day in Sage
• Prepare FedEx parcel shipments and utilize surround select for priority shipments (for visibility)
• Work with cross-functional partners to optimize and improve end-to-end sample process efficiency
• Other numerous miscellaneous duties and projects as required
• Report any food safety problems to personnel with the authority to initiate actions 
• Enter and maintain customer orders through EDI system
• Effectively communicate issues to MIH Specialist as needed 
• Maintaining and confirm on time in full order analysis on a daily basis depending on shipments 

Qualifications:

• Bachelor’s degree in business administration preferred or any appropriate combination of education and relevant customer experience management work experience
• One to two years of relevant customer service order processing and shipping experience preferred
• One to three years of relevant sample shipping coordination experience in a fast-paced shipping environment
• Experience with carrier manifest systems (FedEx, UPS, etc.)
• Systems adept; preferred knowledge of Salesforce and Sage 
• Strong analytical, decision making and organizational skills 
• Ability to prioritize and strategically plan multiple projects and deadlines and multi-task 
• Must be able to work independently and as part of a team
• Attention to detail and accuracy is an absolute must 
• Ability to work and communicate with a diverse group of people 
• Excellent verbal and written communication skills and through written correspondence 
• Dangerous Goods (DG) certification is a plus

Physical Requirements 

• The ability to lift 10+ pounds minimum and 50+ pounds max multiple times during a workday
• Regularly required to stand, walk, occasionally bend and move around the facility.  
• Ability to work with allergens (tree nuts, peanuts, dairy, and other known allergens). 

Work Environment 

• Regular trips out to R&D department and Samples Lab 
• Exposure to odors, fumes, airborne particles, noise levels, extreme temperature conditions, flammable & hazardous liquids, raw materials, and allergens. 

Personal Protective Equipment 

• Non-slip steel-toed shoes are required on the production floor, warehouse, and lab.
• Hairnets, facial hair nets, gloves, safety glasses, and ear plugs are required to be worn on the Production Floor and Warehouse. 
• Lab coats, uniforms or coveralls are mandatory on the Production Floor and Warehouse.