Shipping Coordinator
COMPANY PROFILE
Ketan C. Mehta, MD and Nina Mehta, founded NeilMed® Pharmaceuticals, Inc. in January 2000 from Dr. Mehta’s medical office and in a short span, we have over 500 employees. NeilMed® is the largest manufacturer and supplier of LVLP (Large Volume Low Pressure) saline nasal irrigation systems in the world.
The NeilMed® brand of products help alleviate common nasal and sinus symptoms in a simple, safe, effective and affordable way. The company supplies millions of products to end users through various trade channels. Our headquarters & manufacturing facility is based in Santa Rosa, California, USA. In addition to our USA headquarters, we also supply and have offices in multiple countries worldwide. Our unique business model has been a very strict vertical integration, for achieving precision and fast execution at all levels. NeilMed® prides itself in being part of the small community of Santa Rosa, located in the heart of Sonoma County’s wine country in Northern California.
Our flagship products are NeilMed® SINUS RINSE™ and NeilMed® NasaFlo® Neti Pot. These products are available in most stores in the USA, Canada, and several other countries around the world. There are currently over 40 different products for nasal and sinus care, and all are OTC (over the counter). With an extremely dedicated small team of loyal, and hard working leadership group, NeilMed® continues to formulate innovative ideas to market. Additional diversification plans include the introduction of surgical devices for hospitals and emergency rooms. NeilMed® supports medical research in several countries and educating health care professionals and consumers. We believe in excellent 24 hour customer service, helping local communities, and donating for natural disasters.
OUR MISSION
The mission of our company is safety and affordability to sustain long-term growth, creating drug free and effective nasal / sinus care products for millions of consumers worldwide.
Job Description
The Shipping Coordinator is responsible for coordinating and executing the shipment of pharmaceutical products in compliance with internal procedures, Good Manufacturing Practices (GMP), Good Distribution Practices (GDP), and applicable regulatory requirements (FDA, DEA, etc.). This role plays a key part in ensuring timely, accurate, and secure delivery of goods while maintaining documentation integrity and quality standards. Overlook a team of 2-5 employees (forklift operators) who allocate incoming RW and outgoing FG from the warehouse. The production operates in 3 shifts and 6 days a week and offers opportunities for overtime work. Also, Bi-lingual communication skills (Spanish and English) are highly desirable for this position.
Job Experience
Job Experience
Shipping Coordinator– Core Functions and Responsibilities:
- Plan, schedule, and coordinate outbound shipments of finished pharmaceutical products and materials.
- Prepare and review shipping documentation including Bills of Lading, packing lists, Certificates of Analysis (CoA), and customs declarations.
- Ensure all shipments are properly labeled, packaged, and stored according to product specifications and regulatory guidelines.
- Liaise with internal departments (Production, Quality Assurance, Regulatory Affairs) and external partners (carriers, freight forwarders, customs brokers) to ensure timely delivery.
- Maintain shipping records and logs in compliance with GMP and GDP standards.
- Track shipments and resolve delivery issues or delays promptly.
- Negotiate freight rates and manage relationships with logistics providers
- Monitor inventory levels and coordinate restocking
- Assist with import/export documentation and regulatory compliance for domestic and international shipments.
- Perform inventory transactions and reconcile shipping data in ERP systems (e.g., SAP, Oracle).
- Support audits and inspections by maintaining clean, organized, and compliant shipping areas.
- Follow all safety procedures and contribute to a culture of continuous improvement.
Skills & Requirements
Competency
- Strong organizational and multitasking abilities
- Excellent communication and negotiation skills
- Proficiency in logistics software and Microsoft Office (especially Excel)
- Familiarity with international shipping regulations and customs procedures
- Attention to detail and problem-solving mindset
- Ethical Conduct
Supervisory Responsibility
This position has supervisory responsibilities for the team. Overlook a team of 2-5 employees (forklift operators) who allocate incoming RW and outgoing FG from the warehouse.
Work Environment While performing the duties of this job, the employee is frequently exposed to fumes or airborne particles, moving mechanical parts and vibration. The noise level in the work environment and job sites can be loud.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and listen. This is not a full time desk job as this position is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing all day. The employee must be able to lift and/or move items up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work
This is a full-time position, and hours of work and days are Monday through Saturday, 9hrs
work including the lunch break. Overtime may be required to complete the paperwork requirements. These requirements may be communicated as per the demands of management.
Travel
No or limited travel is expected for this position.
Required Education and Experience
- Associate degree in field with 8 or more years of work experience. OR 3 years or more of engineering-related work experience with any associate degree. OR A combination of secondary high school certificate with work experience totaling 10+ years.
- Computer proficiency is must with interest to learn the prevailing business operating systems.
- Have never been convicted of any crime or involvement in any criminal activities.
- FMCG (Food Manufacturing & Consumer Goods) or pharmaceutical experience would be preferred.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits:
- Medical. Dental, and Vision Plans
- 401(k) with 4% employer contribution
- 50,000 company paid Life Insurance policy
- Two weeks paid vacation
- Six paid holidays
- Sick days per California Employment Law
OR