How to Be Shipping and Receiving Generalist - Job Description, Skills, and Interview Questions

Aug 27, 2023 / 5 Minutes Read / By Albert

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Receiving and Shipping Generalists are responsible for managing the movement of incoming and outgoing goods within a company. This includes verifying and documenting the receipt of goods, preparing shipping documents, and ensuring that goods are properly packaged and shipped. As a result, these professionals help to keep companies running efficiently by making sure that their products are delivered in a timely manner, while also protecting their goods from damage during transit. Additionally, they help to reduce costs by streamlining the shipping process and ensuring that all goods are shipped in accordance with regulations.

Steps How to Become

Obtain a high school diploma or GED. Most employers require Shipping and Receiving Generalists to have at least a high school diploma or GED.
Consider additional education or training. You may want to consider taking courses at a local community college or trade school related to logistics and supply chain management, as well as customer service.
Gain experience in the shipping and receiving field. Look for entry-level positions at a warehouse, distribution center, or retail store.
Build up your knowledge of the industry. Read industry publications and join professional organizations to stay current on trends in the shipping and receiving field.
Acquire certifications. There are several certifications available in the shipping and receiving industry, such as Certified Professional Logistician (CPL) and Certified Logistics Technician (CLT).
Become skilled in using shipping and receiving software. Familiarize yourself with software programs such as UPS Worldship, FedEx Ship Manager, and Microsoft Excel.
Develop strong customer service skills. As a Shipping and Receiving Generalist, you will be dealing with customers on a daily basis.
Demonstrate strong organizational skills. You will be responsible for organizing and tracking large amounts of data, so it is important that you are organized and detail-oriented.

Staying ahead and efficient in Shipping and Receiving requires careful planning and organization. Properly maintaining records is important for tracking both incoming and outgoing shipments, ensuring that all items are accounted for. Staying organized with labeling, filing, and keeping records up-to-date can help maintain an accurate inventory of items.

Utilizing technology such as scanners and barcodes can also help speed up the process for efficient shipping and receiving. having an effective communication system between departments can ensure that all tasks are completed in a timely manner. By properly planning, organizing, and utilizing technology, Shipping and Receiving can remain ahead and efficient.

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Job Description

Receive incoming shipments and verify contents against purchase orders and invoices.
Inspect shipments for quality and accuracy and document discrepancies.
Unpack, count, and label merchandise for distribution or storage.
Sort and store merchandise in designated areas.
Load and unload trucks and other vehicles.
Prepare, package, and label items for shipping.
Transport shipped items to designated locations.
Maintain accurate records of shipments and inventory.
Prepare shipping documents including bills of lading, invoices, and customs documentation.
Ensure compliance with all safety regulations and company policies.
Maintain a clean and organized work area.
Operate warehouse equipment such as pallet jacks, forklifts, and hand trucks.
Assist with other warehouse duties as needed.

Skills and Competencies to Have

Able to read and comprehend instructions regarding material handling and shipping/receiving processes.
Proficient in data entry and record keeping.
Ability to accurately count and record stock items.
Ability to handle and pack fragile items safely.
Understanding of shipping regulations and requirements.
Experience in using small hand tools such as staplers, tape guns, and other small tools.
Ability to use a forklift, pallet jack, or other heavy equipment to move materials.
Knowledge of safety precautions related to material handling.
Excellent communication skills for dealing with vendors, customers, and colleagues.
Ability to work independently with minimal supervision.

The ability to effectively manage the shipping and receiving process is essential for any business. Being a successful Shipping and Receiving Generalist requires strong communication and organizational skills. The ability to track orders, ensure accurate documentation, and prioritize tasks are also important skills that a Generalist should possess.

Furthermore, they must be able to identify problems quickly and come up with solutions, as well as effectively coordinate with other departments and vendors. Finally, having experience with logistics software can be beneficial in helping to streamline the shipping and receiving process. These skills are essential for any business in order to ensure the efficient handling of goods and prevent costly delays.

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Frequent Interview Questions

What experience do you have working in a warehouse environment?
How do you ensure accuracy while shipping and receiving goods?
What is your experience with inventory management?
What strategies do you use to stay organized and efficient when shipping and receiving goods?
How do you ensure customer satisfaction when dealing with shipping and receiving inquiries?
What safety protocols do you follow when handling goods?
How do you handle disputes or discrepancies with orders?
What methods do you use for tracking and processing shipments?
Describe a time you had to think quickly to solve a problem related to shipping and receiving?
How would you handle a situation in which the customer was not satisfied with the quality of the goods received?

Common Tools in Industry

Forklift. A machine used for lifting and transporting heavy materials, such as pallets or boxes (eg: carrying pallets from the truck to the warehouse).
Hand Truck. A two-wheeled cart used to transport heavy items (eg: moving boxes from the loading dock to the storage area).
Pallet Jack. A device used to move heavy loads on a pallet (eg: moving a stack of boxes from the receiving area to the warehouse).
Barcode Scanner. A device used to scan and read barcodes (eg: scanning packages for shipping information).
Label Printer. A device used to print labels on packages or containers (eg: printing shipping labels).
Computer. An electronic device used to store and process data (eg: entering data into a database to track inventory).
Tape Dispenser. A device used to apply tape to seal and secure packages (eg: taping boxes for shipment).
Shrink Wrap Machine. A device used to stretch plastic wrap around items (eg: wrapping pallets for safe transportation).

Professional Organizations to Know

American Association of Professional Logisticians (AAPL)
National Association of Shipping, Receiving and Logistics Professionals (NASRLP)
Institute of Packaging Professionals (IoPP)
Supply Chain Management Association (SCMA)
Material Handling Industry of America (MHIA)
International Warehouse Logistics Association (IWLA)
Global Logistics and Supply Chain Strategies (GLSCCS)
Council of Supply Chain Management Professionals (CSCMP)
National Council of Air and Streamline Transportation (NCAST)
International Air Transport Association (IATA)

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Common Important Terms

Shipping and Receiving Clerk. A person who is responsible for receiving incoming shipments, verifying their accuracy, preparing them for delivery to customers, and dispatching outbound shipments.
Freight Forwarder. A company that organizes shipments for individuals or corporations to get goods from the manufacturer or producer to the customer or end user.
Bill of Lading (BOL). A document that serves as a receipt of shipment of goods, a contract between a shipper and a carrier, and a document of title.
Inventory Management. The process of tracking inventory levels, orders, sales, and deliveries.
Supply Chain Management. The management of the flow of goods and services from the point of origin to the point of consumption in order to meet customer requirements.
Logistics. The management of the movement of goods and services from the point of origin to the point of consumption.
Warehouse Management. The process of managing the storage and distribution of goods within a warehouse.
Packaging and Labeling. Preparing goods for shipment by packing them into boxes or other containers, labeling them, and affixing shipping labels.

Frequently Asked Questions

What duties does a Shipping and Receiving Generalist typically perform?

Typical duties of a Shipping and Receiving Generalist include receiving, verifying, and logging incoming merchandise or material; packing, shipping, and documenting product; coordinating with carriers; managing inventory; and maintaining records of all shipments and deliveries.

What qualifications are required for a Shipping and Receiving Generalist?

Qualifications for a Shipping and Receiving Generalist include an understanding of basic shipping and receiving principles, knowledge of safety regulations, experience with shipping and tracking software, proficiency in using a forklift, and the ability to lift up to 50 pounds.

What is the expected salary range of a Shipping and Receiving Generalist?

The expected salary range of a Shipping and Receiving Generalist is typically between $30,000 - $40,000 per year.

How long does it typically take to become a Shipping and Receiving Generalist?

It typically takes one to two years of experience in shipping and receiving or related fields to become a Shipping and Receiving Generalist.

What job skills are important for a Shipping and Receiving Generalist to possess?

Important job skills for a Shipping and Receiving Generalist to possess include accuracy, attention to detail, organizational skills, communication skills, problem-solving abilities, dependability, and basic computer skills.