JOB DESCRIPTION

Shipping and Logistics Manager

Reports To:

Chief Operating Officer (COO)

Direct Reports:

None currently. Anticipated to grow as the company expands (potential to oversee training, scheduling, and management of future shipping staff).

Employment Type:

Full-Time

Department:

Shipping & Logistics

Position Summary

The Shipping and Logistics Manager owns the end-to-end shipping operation, ensuring that orders ship accurately, on time, and at the lowest reasonable cost. This role manages sales representative sample orders, wholesale customer orders, large-volume distributor orders, and white-label client orders — both domestically and internationally — in accordance with corporate criteria and client-specific requirements. The role maintains inventory counts and control, anticipates supply needs, monitors shipping and fulfillment KPIs, and works cross-functionally with the Customer Service Manager, Distribution Customer Service Manager, Executive Assistant, COO, and other members of the shipping and logistics team. Working hours are Monday through Friday 9am-5pm.

Key Responsibilities

Order Fulfillment & Shipping Operations

•      Manage incoming orders from multiple sources and client types:

–     Wholesale orders — received through Velocity; clients sign up via the company website with a minimum order of one case (5 boxes, each a one-month supply of strips).

–     Distributor orders — received by email; clients operate under signed contracts and order a minimum of 250, 500, or 1,000+ cases, at least 3 times per year.

–     White-label orders — received by email under signed contracts (not placed through Velocity); typically 3,000+ cases, set aside for fulfillment either by direct shipment or coordination with 3PL partners.

–     Sales representative sample orders and tradeshow sample orders — fulfilled according to approval criteria reviewed with the Executive Assistant.

•      Before releasing any shipment, verify: stock availability, shipping address accuracy, customer/client type, payment method and approval, and any client-specific requirements.

•      Pick, pack, and prepare orders: select the correctly sized box (not oversized or undersized), tape and assemble boxes, insert packing slip, apply shipping label, weigh the package, confirm dimensions fit system requirements, and select the appropriate courier and delivery method.

•      Prepare customs documentation for international shipments and coordinate freight/pallet-based shipping for larger distributor or white-label orders as needed.

•      Print shipping documents, packing slips, and labels from Velocity or ShipStation.

•      Mark orders as shipped in the system; automated tracking and customer/sales rep notifications (order placed, approved, fulfilled, shipped, delivered) are then triggered by the system.

•      Pre-build and stage boxes daily in anticipation of expected order volume to streamline the packing process; process orders individually or in batch print runs as appropriate.

Inventory & Materials Management

•      Maintain accurate inventory counts and controls; conduct weekly inventory counts.

•      Anticipate inventory needs and proactively inform the manufacturer when stock is running low.

•      Coordinate with the Executive Assistant to ensure shipping materials (boxes, tape, labels, etc.) remain in stock and to place replenishment orders.

Vendor, Carrier & Partner Relationships

•      Maintain positive working relationships with shipping carriers and points of contact (e.g., UPS, USPS, Unishippers).

•      Track and periodically review shipping rates and contracts; renegotiate where possible and benchmark against alternative carriers.

•      Maintain relationships with the three approved local 3PL partners available to white-label clients.

•      Coordina