Shipping and Receiving
Job Description
A Shipping and Receiving Clerk, is responsible for preparing outgoing shipments and receiving incoming shipments. Their duties include organizing inventory for easy retrieval as new orders come in, reviewing incoming and outgoing shipment schedules to maintain productive operations and documenting damages to inventory.
Responsibilities
- Shipping sold items
- Organization of guitar cases
- Organization of retail merchandise
- Receiving incoming shipments
- Organize back-stocked accessories
- Organize back-stocked boxed products
- Incoming items logged, labeled, and put away
- Deal with shipping claims
- Notify admin of incoming returns / trades
- Notify admin of incoming items condition
Accountabilities
- Minimize items damaged in shipping
- KPI: Gross sales lost from returns and damages in shipping
- Lower cost of shipping supplies
- KPI: Total shipping materials expenses
- Minimize time-to-ship
Authority
- Purchase shipping materials
Schedule
- Daily
- Review outgoing inventory
- Pre-process outgoing for shipping
- Inspect
- Sign off
- Pack
- Print labels for outgoing
- Receive incoming inventory
- Inspect incoming inventory
- Pass on condition information
- Alert admin of trades arriving
- Register incoming inventory
- Serial number
- Mark as arrived
- Organize incoming
- Organize storage area
- Weekly
- Organize shop use items
- Organize vendor items
- Review packing materials inventory
- Place orders as needed
- Monthly
- Review KPI's of returned items and cost of materials
- Quarterly
- Introduce new shipping materials, techniques, and processes
- Check Diablo boxes stock and re-order when necessary
Priority List
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Next-Day/Expedited Outgoing Shipments + Trades
Items with faster shipping options or that are 2+ days old get immediate priority. Items paid with trades already received need to be sent out the following day.
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Regular Outgoing Shipments
Weekend orders must ship by Tuesday (absolute deadline - any delay beyond this needs to be relayed to sales staff ASAP to communicate to customer). Guitars take priority over pedals/accessories - don't hold up guitars to ship smaller items.
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Incoming Trades
Items marked as trades in ShipStation (searchable by sender name in short "on hold" list) or marked as trades on the label "C/O Trades". Must be opened and processed to enable quick turnaround on trade payouts.
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Incoming Non-Trade Items
Can be pushed to end of day or even next business day. Should be opened after UPS pickup if necessary. Luthiers can open these themselves if they run out of setup items.