Customer Shipping Planner

Job Summary

Acts as an extension of senior management by providing administrative and operational support to ensure an effective and positive experience for internal and external customers. Supports management through scheduling, meeting coordination, travel arrangements, documentation, communications, and follow-up of key activities.

This position also supports customer service and supply chain activities, with a focus on coordinating customer shipments and miscellaneous shipments based on customer demand and internal departmental requirements. The role actively participates in the shipping process and maintains effective communication with customers and transportation providers to ensure products are shipped according to daily requirements.

The position serves as a key communication link between senior management, employees, customers, vendors, carriers, and other external parties, exercising independent judgment and discretion while maintaining confidentiality and a strong customer-service orientation.

Qualifications and Competencies

Key Responsibilities

• Anticipates the needs of senior management and manages schedules, meetings, and priorities.
• Arranges and coordinates business travel, including expense reports and visa/passport requirements as applicable.
• Gathers, compiles, verifies, and analyzes information for management use in documents such as memos, letters, reports, presentations, and other communications.
• Facilitates effective communication between senior management, employees, customers, vendors, transportation providers, and other external parties.
• Maintains the security and confidentiality of management records, files, and sensitive information.
• Monitors, reviews, and approves standard expenditures to ensure office activities are conducted within established budgets.
• Prepares and provides required reports on a regular basis.
• Prepares documents and presentation materials and screens and responds to incoming correspondence, inquiries, and phone calls.
• Arranges and attends meetings and prepares and distributes meeting minutes as required.
• Acts as a formal resource for colleagues with less experience.
• Coordinates product shipments to customers according to their daily demand and requirements.
• Actively participates in shipping and supply chain activities to ensure timely and accurate customer deliveries.
• Uses transportation platforms to request inventory pickups and coordinate transportation requirements.
• Maintains effective communication with customers and carriers to ensure daily shipment requirements are met.
• Coordinates miscellaneous shipments based on the needs of different departments.
• Provides a high level of customer service to internal and external customers.
• Uses independent judgment and discretion to resolve issues and manage assigned activities.

Performs additional activities and responsibilities for senior management and the organization as requested or required

Knowledge

• Knowledge of customer service processes.
• Knowledge of shipping and customer delivery activities.
• Knowledge of supply chain processes.
• Experience using transportation platforms to request inventory pickups.
• Knowledge of Oracle, preferred.
• Knowledge of material handling, preferred.

• -
• Proficiency with tools used to prepare reports, documents, and presentations.

Experience

• Significant work experience and in-depth knowledge obtained through specialized training and relevant experience.
• Experience in customer service and coordination of requirements related to shipments and customer deliveries. Experience participating in supply chain activities, coordinating daily customer shipments, and following up with transportation providers to ensure customer requirements are met.
• Experience providing administrative support, including schedule management, meeting coordination, travel arrangements, document preparation, reporting, and communication with internal and external stakeholders.

• -
• Experience using transportation platforms to request inventory pickups. Experience with Oracle is preferred.

Education

• High school diploma or certificate of completion of secondary education, or equivalent experience to the extent such experience meets applicable regulations.
• Advanced English proficiency – required.
• Specialized training and relevant experience related to the responsibilities of the position.
• This position may require licensing for compliance with export controls or sanctions regula

Competencies

• Values Differences: Recognizes the value that different perspectives and cultures bring to an organization.
• Action Oriented: Takes on new opportunities and challenges with a sense of urgency, energy, and enthusiasm.
• Communicates Effectively: Develops and delivers clear and effective communications tailored to different audiences, including customers, carriers, employees, and management.
• Customer Focus: Builds strong customer relationships and delivers customer-focused solutions.
• Ensures Accountability: Takes ownership and holds self and others accountable for meeting commitments.
• Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals.
• Service Orientation: Demonstrates a strong service mindset and commitment to meeting customer and business needs.
• Data Analytics: Discovers, interprets, and communicates qualitative and quantitative data to support business decisions.
• Data Communication and Visualization: Develops reports and presentation materials that communicate business problems, root causes, solution options, and opportunities.
• Confidentiality and Discretion: Handles management and business information with appropriate confidentiality, security, and discretion.
• Independent Judgment: Performs responsibilities independently while exercising sound judgment and discretion.
• Customer and Logistics Coordination: Effectively coordinates customer requirements, shipments, carriers, and internal stakeholders to support timely product delivery.