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Senior Shipping & Receiving Specialist - Mail & International Logistics

San Francisco, CA

Overview

Salary Range $45.00 - $55.00 Hourly Position Type Full Time

Description

Position Summary:

The Senior Shipping & Receiving Specialist – Mail & International Logistics plays a strategic and hands-on role in overseeing and optimizing the flow of all incoming and outgoing shipments and mailroom operations. This position is responsible not only for daily processing and distribution, but also for building, implementing, and continuously improving mailroom and shipping programs from the ground up. The role requires prior lead experience, strong operational oversight, and the ability to establish efficient processes, ensure compliance, and support cross-functional logistics initiatives.

The ideal candidate is highly experienced in mailroom operations, detail-oriented, organized, capable of managing multiple priorities in a dynamic environment, and confident in leading processes and people. Experience with global and international shipping operations is required.

Essential duties include, but not limited to:

• Lead and oversee all mailroom, shipping, and receiving operations, ensuring accuracy, efficiency, and compliance with company standards.
• Design, implement, and continuously improve mailroom and shipping processes, building scalable programs from the ground up.
• Accurately inspect, receive, and document incoming shipments, ensuring alignment with purchase orders and delivery schedules.
• Pack, label, and prepare shipments for outgoing deliveries, including coordination with courier services and freight vendors.
• Coordinate domestic and international shipments (air, ground, and freight), ensuring timely and accurate processing.
• Manage global and international shipping operations, including preparation and review of customs documentation, commercial invoices, harmonized codes, duties and taxes processing, and compliance with import/export regulations.
• Ensure compliance with U.S. and international shipping laws, trade regulations, and company policies when handling international carriers and cross-border shipments, including ITAR, EAR, USPS, FedEx, DHL, and other carrier-specific requirements.
• Monitor international delivery timelines, proactively track shipments, and resolve customs clearance delays or related issues.
• Stay current on import/export regulations, restricted items lists, and international trade compliance updates to ensure ongoing regulatory adherence.
• Serve as the primary liaison with vendors, couriers, freight providers, and international carriers to ensure timely deliveries and resolve operational challenges.
• Maintain and audit accurate records of shipments, receipts, inventory data, and international shipping documentation using internal software systems.
• Establish and manage tracking systems for incoming and outgoing mail and packages, including international tracking visibility.
• Oversee and execute the "return to sender" process for mail and packages not delivered, ensuring compliance with company protocol.
• Identify, investigate, and resolve discrepancies; escalate issues as needed and implement corrective action processes.
• Distribute incoming shipments to appropriate departments or individuals and ensure timely notification of package arrivals.
• Provide guidance, training, and oversight to mailroom staff (if applicable), ensuring adherence to procedures and service standards.
• Support office operations by managing mailroom equipment, maintaining organized and secure shipping areas, and recommending improvements to workflow and layout.
• Assist with planning and coordinating office relocations, equipment moves, and special logistics projects.
• Ensure strict adherence to safety, security, chain-of-custody protocols, and international shipping compliance standards.
• Scan items using the mail tracking system to monitor and report on package flow and delivery metrics, including international performance metrics.
• Complete additional duties assigned to support departmental operations.

Qualifications

• Proficiency with shipping logistics software, Google Cloud Suite, and Microsoft Office Suite (Word & Excel).
• Demonstrated experience with global and international shipping, including customs documentation, duties and tax calculations, import/export compliance, and handling international carriers.
• Experience working with freight forwarders, brokers, and international courier services (e.g., DHL, FedEx International, UPS Worldwide).
• Experience in high-tech, AI, or data center logistics environments, preferred.
• Supervisory or team lead experience in shipping and receiving operations, preferred.
• Experience with lean methodologies, process improvement initiatives, or workflow automation, preferred.
• Strong attention to detail with the ability to maintain accurate records, including compliance documentation.
• Strong organizational and analytical skills; strong problem-solving ability.
• Ability to multitask in a fast-paced work environment.
• Ability to troubleshoot shipping and customs-related issues and facilitate timely resolution.
• Ability to work in a team-oriented environment, always maintain a positive attitude, and be able to assist the team/department to complete goals.
• Ability to react quickly and appropriately under pressure in emergency situations with professionalism.
• A strong commitment to delivering exceptional customer service and enhancing customer experience.

Job Requirements:

• Must have 5 years of mailroom experience.
• Must have 5 years of experience in shipping, receiving, logistics, or inventory management, ideally in a corporate or office setting.
• Proven hands-on experience managing international shipments, customs documentation, and ensuring import/export compliance.
• Working knowledge of customs regulations, trade compliance requirements, and international shipping documentation standards.
• Regular attendance and/or physical presence at the job site.
• Must be 18 years of age.
• High school diploma/GED required OR equivalent work experience in lieu of.
• Must be able to read, write, and speak English sufficiently to communicate clearly with employees, visitors, delivery partners, supervisors, and coworkers, and to accurately complete system-based documentation and follow written procedures.
• Must be able to operate hand tools appropriate to the application.
• Ability to move, lift, carry, pull, or push heavy objects or materials.
• Lift up to 25 pounds unassisted.
• Extensive use of hands, reaching over and bending.
• Ability to stand for long periods, bend, stoop, kneel, and perform repetitive tasks.
• Work in varying temperature environments (internal and external parts of the building).

PLEASE NOTE: Due to the cyclical nature of the industry, team members are required to work varying shifts and schedules, including nights, weekends, and holidays, which reflect the Company's operating requirements. This job description is intended to describe the general requirements for the position. It is not a complete statement of duties, responsibilities or requirements. Other duties not listed here may be assigned as necessary to ensure the proper operations of the department. Changes may be made with or without prior notice. Service By Medallion ("the Company") is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Service By Medallion is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Service By Medallion are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Service By Medallion will not tolerate discrimination or harassment based on any of these characteristics.

Positions at certain sites, may be required to show proof of being fully vaccinated against COVID-19 upon commencing employment.