Shipping & Facilities Coordinator

We are seeking a detail-oriented and motivated Shipping and Facilities Coordinator to join our growing warehouse team. In this entry-level role, you will help prepare, document, and release outgoing shipments to ensure our products reach customers safely and on time. You will also support the day-to-day operation and upkeep of our facility by performing routine maintenance and minor repairs, identifying facility needs, and coordinating with external contractors and service providers as needed. This is an excellent opportunity for an organized individual to build a career in supply chain, logistics, and facility management.

What can you expect in the role of Shipping & Facilities Coordinator?

• Load and unload shipping trucks
• Learn and maintain fluency in all IT software as it relates to department deliverables
• Verify shipping documents, print packing slips, and accurately enter shipment tracking data into our ERP and order management system
• Verify and keep records on the weight and cost of each outgoing shipment as well as the condition of the contents received in incoming shipments
• Receive and distribute incoming shipments for all departments
• Prioritize shipments as company/departmental needs change
• Evaluate customer shipping orders to determine the type of transportation needed
• Prepare shipping documents, mailing labels for domestic orders
• Ensure the accuracy of all shipping documents, gather, and maintain all data relative to shipping activities
• Organize and arrange warehouse for safety and straightforward manageability
• Coordinate and perform quarterly cycle count and annual physical inventory in collaboration with other departments
• Support facility operations by performing routine maintenance, addressing minor repairs, and ensuring the facility remains safe, clean, functional, and well
• maintained
• Serve as a liaison between office personnel and external contractors
• Serve as a liaison between customers and internal departments (Sales, Service, Finance) to resolve shipment-related issues
• Maintain accurate, well-organized records to support audits, reporting, and customer inquiries
• Identify improvement opportunities and escalate recurring issues or process gaps

Must-haves: What you’ll need for this role?

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred
• 1–3 years of experience in shipping / receiving or a related role
• Experience with ERP systems, Navision or Navision Business Central preferred
• Experience using shipping portals or software (i.e. Fedex, UPS)
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to lift up to 50lbs
• Ability to work independently and prioritize tasks in a fast paced environment
• Operate equipment such as forklift, pallet jacks and more safely and efficiently

Key Skills

• Documentation and recordkeeping
• Problem-solving and process coordination
• Basic knowledge of Microsoft Office (Excel, Word) and comfort learning new software systems.

What would be a plus in this role?

• Familiarity with tax-exempt and payment term compliance requirements
• Familiarity with shipping terms and conditions preferred

It’s a plus if you’ve heard of the following terms:

• Incoterms
• Bill of Lading
• Space Planning & Allocation

TOPTICA Photonics Inc. (TPI) founded in 2001, is TOPTICA’s strongest location outside Germany and a hub for innovation and engineering excellence in North America. Our 40+ team members work alongside leading institutions like the University of Rochester (NY) and RIT, developing advanced products such as optical isolators and OPO laser systems. We believe great ideas come from passionate people. At TPI you’ll find an open, supportive environment that encourages curiosity, teamwork, and initiative. Engineers, technicians, scientists, and customer support professionals all contribute to advancing photonics worldwide—while enjoying Rochester’s affordable living, vibrant innovation scene, and excellent quality of life.

What Do We Offer

• Medical Coverage: TOPTICA provides 100% employer-paid medical insurance through Excellus with a fully funded HRA for in-network expenses
• Dental Coverage: Employees receive 100% employer-paid dental coverage through Excellus Dental with a $600 annual HRA
• Life Insurance: TOPTICA offers a basic term life policy through Unum equal to two times the employee’s salary (up to $300,000) at no cost, effective after 30 days
• Long-Term Disability Insurance: Employees are covered by a Unum long-term disability policy that provides partial income if disabled, effective after 30 days
• Retirement Plan: Full-time employees can participate in the 401(k) plan, with company matching up to 6% after six months
• Paid Time Off: Employees receive 7 sick days, 3 personal days, and accrue vacation starting at 10 days per year, increasing to 15 days after two years
• Observed Holidays: Employees receive 12 paid U.S. federal holidays each year
• Company Shutdown: TOPTICA observes a year-end shutdown between Christmas and New Year’s
• Salary range: $45,000–$55,000

Interested? We’re excited! Join our team! We look forward to receiving your application via e-mail.

PDF