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Woods Hole Oceanographic Institution Shipping Coordinator in Woods Hole, Massachusetts

Woods Hole Oceanographic Institution is hiring a Shipping Coordinator to join the Facilities and Services team. This position utilizes customer service skills to accomplish all aspects of international and domestic shipment logistics required to meet the needs of the scientific staff, operations groups, and administrative functions in accordance with budgets, schedules, and all domestic and international transportation laws and regulations. Resolves problems in a professional manner to satisfy client expectations. This is a full-time, non-exempt position, and is eligible for benefits.

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

  • Pro-actively determines shipping needs of Institution staff 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 ensure 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 Operations Department at WHOI and other institutions to determine ship's agents to ensure 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 ensure 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.

Non-Essential Functions:

  • Performs other related duties as deemed necessary by the supervisor.

Associates degree, plus minimum of five years experience in Shipping or Traffic Management (all modes of transportation) or equivalent combination of education/experience preferred. Thorough familiarity with computer use including database, word processing, spreadsheet, software and interactivity with the Internet. Demonstrated excellence in customer service, interpersonal, and communication skills.

WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason.

Physical requirements include lifting to 30 lbs. and carrying 10 to 25 lbs. 10 times per day. Physical requirements also include frequent prolonged standing and walking, repetitive motion, kneeling, bending, stooping, twisting, climbing ladders/stools, use of hands for basic grasping/manipulation, use of hands for fine manipulation, and reaching above and below the shoulders. Occupational requirements include hearing, talking, understanding verbal instructions and safety warnings, working around others, working with others, and working alone. Must have manual dexterity for common packing equipment such as banding and strapping machines. Ability to read, write and speak English. All are welcome to apply!

Job ID: 2023-2008

External Company URL:

Street: 266 Woods Hole Rd