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Shipping Coordinator

Department: Operations

Reports To: Production Coordinator

Supervises: QC Inspector(s) — back-of-belt in Screen Print; Delivery Driver (as added)

Coordinates With: Assistant Production Coordinator (loading & standards) and Receiving & Inventory Coordinator (peer coordinators)

Workflow Tier: Tier 2 — outbound (Front app build-out); customer-facing

Schedule: Monday–Friday, 8:00 AM – 4:30 PM

Location: Pittsburgh Print House

Position Summary

The Shipping Coordinator owns the outbound end of the shop — every order is packaged properly and out the door as soon as it is ready. This role is responsible for correctly packaging finished orders from all three decoration methods (screen print, embroidery, and heat) before they leave the building, and for closing the loop on every order once it ships.

This is a customer-facing role and Tier 2 of the Front app build-out. The Shipping Coordinator sends the pickup schedule to customers, quotes and books shipping, currently acts as the delivery driver, and bills out and closes every order. The governing rule of the seat is simple: we never sit on an order. Freight carriers are too unreliable to gamble in-hand dates on, so orders ship the moment they are ready — with an ideal buffer of two days ahead of the in-hand date.

The Shipping Coordinator works hand in hand with the Assistant Production Coordinator on standards and loading, and is an additional resource the Production Coordinator can pull in during projects to help package and finish work as it rolls off the floor. Tomorrow's outbound plan is set in an end-of-day handoff between the Production Coordinator and Shipping Coordinator.

Key Responsibilities

Final Packaging — All Three Deco Methods

• Package every finished order from screen print, embroidery, and heat correctly and to standard before it leaves the shop.

• Match packaging to the order's requirements and the customer's expectations — the last set of hands on the product before the customer sees it.

• Head off poor boxing and packaging decisions before they happen; protect the product and the PPH name on every shipment.

• Serve as an additional packaging and finishing resource for the Production Coordinator during projects as work rolls off the floor.

Back-of-Belt QC Oversight

Supervise the QC Inspector(s) — the back-of-belt team in screen print — and work closely with the Assistant Production Coordinator to keep standards tight.

• Keep a close eye on back-of-belt QC in screen print so nothing sub-standard reaches packaging.

• Partner with the Assistant Production Coordinator to make sure all packaging and QC standards are being met.

• Catch and correct bad boxing or packaging calls before orders are sealed and staged.

• Coach the QC Inspector(s) on standards, consistency, and back-of-belt best practices.

Ship Immediately — Quote & Ship

• Quote and ship every order from the shop as soon as it is ready — never sit on a finished order.

• Book the right carrier and service for each order; do not let unreliable freight timelines put in-hand dates at risk.

• Target an ideal buffer of two days ahead of every order's in-hand date.

• Stage and hand off outbound orders with the Assistant Production Coordinator's loading support.

Pickup Schedule & Customer Communication

• Build and send the pickup schedule to customers so pickups are coordinated and on time.

• Communicate shipping, pickup, and delivery details to customers professionally as a Tier 2 customer-facing role in Front.

• Keep customers informed on ship dates, tracking, and delivery status.

Delivery & Driving

• Act as the delivery driver for local deliveries, with loading help from the Assistant Production Coordinator.

• Plan efficient delivery routes and confirm deliveries are completed and documented.

• Support the transition to a dedicated Delivery Driver as outbound volume grows.

Closing the Loop — Billing & Order Closure

This is the closing-of-the-loop seat — the last stop for every order in the system.

• Bill out every order once shipping, pickup, and delivery charges are applied.

• Close out all orders in Deco and Trello and file everything away completely and accurately.

• Ensure no order is left open, unbilled, or unfiled once it has left the building.

Daily KPI Tracking & Coordination (Primary)

• Track daily and weekly KPIs for packaging, back-of-belt QC, shipping, and order closure.

• Submit end-of-day KPI data to the Production Coordinator every day so it rolls into the daily dashboard and action list.

• Hold an end-of-day handoff with the Production Coordinator to set tomorrow's outbound plan and catch issues before they hit.

• Work the next day from the Production Coordinator's dashboard and action list.

• Flag standards, packaging, or carrier concerns to the PC and APC early.

• Keep Deco and Trello current so outbound status reflects reality at all times.

Supervisory Responsibilities

• Direct supervision of the QC Inspector(s) — the back-of-belt team in screen print.

• Oversight of the Delivery Driver function as it is added; currently performs delivery driving directly.

• Responsible for coaching and maintaining packaging, QC, and customer-facing standards — within the programs set by management.

Required Skills & Competencies

• Strong packaging and finishing knowledge across screen print, embroidery, and heat.

• Customer-facing communication skills — professional, clear, and prompt in Front.

• Shipping and logistics competence — quoting, carrier selection, routing, and tracking.

• Bias for action — ships immediately and never sits on a finished order.

• Detail and accuracy for billing, charges, and order closeout.

• Comfortable with Trello, Deco, shipping/quoting tools, and scanning systems.

• Valid driver's license and clean driving record for local deliveries.

• Able to stand for a full shift and lift up to 50 lbs repeatedly; safe with carts and loading.

Pittsburgh Print House is a fast-growing, full-service apparel decoration and manufacturing company specializing in screen printing, embroidery, DTF printing, fulfillment, and branded merchandise. We partner with leading brands, promotional distributors, retailers, and event organizations to deliver exceptional quality, reliable service, and on-time production. Our culture is built around the 3Cs—Commitment, Capability, and Chemistry—because we believe great people build great companies. We invest in modern technology, continuous improvement, and team members who take pride in their craft and want to grow with us.