Ship Loose Coordinator

POSITION OVERVIEW:

The Ship Loose Coordinator owns the day-to-day coordination, control, tracking, and communication of ship loose material from project release through final shipment and closeout. The role ensures ship loose material is identified, available, staged, documented, and shipped on time and that shipment status is communicated accurately to the Service team and other stakeholders. The Ship Loose Coordinator works closely with Warehouse, Project Management, Planning, Purchasing, Configuration Control, Logistics, Production, Quality, and Service, and coordinates warehouse personnel assigned to ship loose activities.

KEY JOB RESPONSIBILITIES:

• •Own the ship loose process for assigned projects from material identification and readiness through shipment confirmation and closeout.
• •Reconcile pre-release Bill of Materials (BOM) to Purchase Orders (PO), planned orders, and the final released BOM; work with Configuration Control, Purchasing, Planning, and Project Management to resolve discrepancies.
• •Maintain a project-level ship loose tracker showing material readiness, shortages, fall-off items, staging status, shipment status, documentation status, and open actions.
• •Coordinate and prioritize the work of warehouse personnel assigned to ship loose picking, staging, verification, packing, loading, and shipment preparation. Escalate resource or priority conflicts to the Warehouse Supervisor.
• •Manage the ship loose fall-off process. Identify material that did not ship as planned, document the reason, assign/coordinate corrective action, maintain ownership until resolved, and ensure fall-off material is included in the next approved shipment.
• •Provide routine shipment status updates to the Service team and other stakeholders, including what shipped, what remains open, fall-off items, expected recovery/ship dates, and any issues requiring escalation.
• •Control shipment documentation and ensure each shipment has complete and accurate records, including packing lists, shipment manifests, bills of lading or carrier documents, photos when required, tracking/pro numbers, delivery information, and other project-required records.
• •Maintain an organized electronic shipment record by project/unit so shipment documentation can be quickly retrieved for Service, Project Management, Quality, customer inquiries, claims, or audits.
• •Verify physical ship loose material against the approved list and shipment documents before release, including item, quantity, project/unit identification, packaging, labeling, and destination.
• •Review material availability, vendor promise dates, receipts, and shortages; perform physical checks in receiving, staging, and storage areas as needed to validate readiness.
• •Verify critical dimensions or other required material attributes and maintain documentation of results when applicable.
• •Coordinate incoming and outbound transportation requirements for ship loose freight with Logistics/Transportation and Warehouse leadership.
• •Coordinate shipment priorities and cut-off dates with Project Management, Service, Planning, Production, and Warehouse leadership to support required delivery dates.
• •Immediately communicate shipment risks, missing material, documentation gaps, incorrect destination information, or other conditions that may impact the customer or field/service schedule.
• •Support investigation and resolution of shipment discrepancies, shortages, damaged material, missing documentation, rejected deliveries, and claims.
• •Assist in developing, maintaining, and enforcing ship loose work instructions, standard work, checklists, and document-control requirements.
• •Monitor ship loose performance and provide reports or metrics as requested, including on-time shipment, fall-off/open items, documentation completeness, and aging open actions.
• •Support continuous improvement of ship loose staging, material identification, documentation, shipment visibility, and communication processes.
• •May assist with other Warehouse, Purchasing, Planning, Configuration Control, Logistics, Project Management, or Service activities as needed.
• •Perform all other duties as assigned by TAS management.

SHIP LOOSE STATUS & FALL-OFF CONTROL:

• •Before shipment: confirm material readiness, open shortages, shipment date, destination, and required documentation.
• •At shipment: confirm actual material loaded versus planned material and immediately identify any fall-off items.
• •After shipment: issue a shipment status update to the Service team and applicable stakeholders with shipment details and all remaining open/fall-off items.
• •For each fall-off item: document the item/quantity, reason it did not ship, responsible function, recovery action, target ship date, and final closure.
• •Do not close a project/unit ship loose record until shipment documentation is complete and all fall-off/open items have been resolved or formally transferred to an approved owner.

JOB SKILLS:

• •Strong written and verbal communication skills, including clear cross-functional status reporting.
• •Highly organized self-starter capable of managing multiple projects, priorities, shipment deadlines, and open actions.
• •Ability to coordinate and direct the daily activities of warehouse personnel assigned to ship loose work without replacing the Warehouse Supervisor's formal people-management responsibility.
• •Strong attention to detail and document-control discipline.
• •Knowledge of warehouse operations, material handling, inventory control, shipping, transportation, and expediting processes.
• •Ability to read and reconcile BOMs, POs, work/project information, packing lists, and shipment documentation.
• •Working knowledge of ERP/MRP principles and transactions; Infor LN experience preferred.
• •Intermediate Microsoft Excel, Microsoft Office skills and Google Drive, Google Spreadsheet ; ability to maintain trackers and status reports.
• •Ability to work under pressure, manage changing priorities, and escalate risks promptly.
• •Strong teamwork and problem-solving skills with Warehouse, Service, Project Management, Planning, Purchasing, Configuration Control, Production, Quality, and Logistics.

ROLE BOUNDARY / ACCOUNTABILITY:

• •The Ship Loose Coordinator owns coordination, tracking, documentation, and status visibility for ship loose activities.
• •Warehouse Supervisors retain direct supervisory responsibility for warehouse employees, staffing, safety, performance management, and final workload/resource decisions.
• •The Coordinator may assign and sequence ship loose tasks within approved priorities and should escalate unresolved resource, safety, quality, or schedule conflicts to the Warehouse Supervisor.

EDUCATION & TRAINING:

• •Bachelor's Degree in Engineering, Operations, Supply Chain, Business, or related field preferred.
• •Relevant warehouse, shipping, logistics, material coordination, or manufacturing experience may be considered in lieu of degree requirements.
• •Previous experience in a manufacturing or industrial warehouse environment preferred.

MINIMUM REQUIREMENTS:

• •Ability to communicate effectively and professionally with all levels of the organization.
• •Demonstrated ability to coordinate work across multiple departments and follow open actions through closure.
• •Detail-oriented with strong organizational and documentation skills.
• •Working knowledge of Microsoft Office, including Excel.
• •Ability to work both at a computer and on the warehouse floor to physically verify material and shipment readiness.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT:

Position is at least 80% to 95% at a desk working with computer. Ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Performs other physical activities including use of fingers, sitting, stooping, bending, crouching, talking, hearing, and performing repetitive motions. Visual a