International & Domestic Shipping Coordinator

Through application of customer service skills, establishes a client service approach to meeting user needs for arranging world-wide material shipments for Institution personnel.

Proactively determines shipping needs of Institution personnel and continuously provides feedback until the outbound shipment arrives and the inbound shipment is returned to WHOI. Coordinates with individuals upon notification of funding to begin early logistics planning to insure that shipping needs are met in a timely, cost-effective, and accurate fashion, and that appropriate project accounts are utilized for associated costs.

Establishes and maintains up-to-date file for all shipments.

Coordinates with Marine Department at WHOI and other institutions to determine ship's Agents to insure that any requirements for shipping assistance required from the Agent are arranged in advance and costs are known.

Obtains preliminary quotations, routings, and schedules based on obtaining early stage information from users and informs clients what to anticipate.

Makes contact with users in a timely fashion to establish final quotations, routes and schedules.

Keeps client informed of shipment status while goods are in transit and resolves problems that may develop.

Provides required coordination between user, ship's Captain, ship's Agent and others to insure that return shipments to WHOI are properly scheduled and documented.

Generates documentation and files claims necessary to represent Institution interests for damaged or lost shipments.

Compiles and maintains records of equipment values for items shipped which are insured under Institution policies.

Reviews freight bills for correct charges and resolves over billings.

Maintains up-to-date technical knowledge of DOT and IATA rules, U.S. and foreign Custom laws, hazardous materials handling requirements, and other applicable regulations to fully comply with documentation and shipment preparation. Maintains proficiency with knowledge of the transportation industry, including trends, rate structures, and availability of new technologies.

Attends bi-annual DOT mandated DOT, IATA & IMO training and certificate programs.

Utilizes computer skills to use inter/intranet and other technologies to facilitate electronic transactions within the Institution and with outside vendors and contracts.

Operates forklifts, material handling equipment, light vehicles, hand tools, scales, banding and stenciling tools, and general office equipment.

Packages, bands, weighs and prepares all outbound freight for safe and legal transit.

Assists Receiving Department and other Facilities Staff when needed.

Performs storm preparedness and snow removal duties.