Position Summary

The Expediting Associate is a 100% in-person entry-level position responsible for organizing the shipping of both customer and vendor deliveries. This role requires the individual to maintain relationships with freight carriers to maximize the discounted rates offered. With these relationships, he/she will organize vendor and customer deliveries and follow all applicable processes that correlate to the shipment. This role requires a proactive mindset, excellent organization, and the ability to work on multiple projects at once while performing daily duties.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Research best pricing for vendor deliveries of incoming material
• Utilize the shipping tool, Cloudleap, to identify the best possible rate for a given shipment
• Generate and organize all required shipping documents for incoming and outgoing material to ensure seamless customer order fulfillment; including test reports, certificates and international documents for each order.
• Learn, organize, and manage all customer requirements and nuances when it comes to shipping
• Work towards becoming the company’s key point of contact for updates on customer orders and vendor deliveries
• Update the customer/vendor expedite schedule, ensuring accurate dates to meet on-time delivery requirements within Rubicon (Company’s ERP System)
• Notify each salesperson of vendor purchase order delays that affect customer ship dates.
• Develop and maintain a customer notification process for delayed orders, incorporating a form of automation or an AI-assisted system
• Assist the Accounting department with entering/matching freight/shipping invoices upon receipt, according to company procedures and assuring accuracy per the original estimate
• Manage relationships with all freight carriers, ensuring the best possible discount rate is being achieved and continually research new potential carriers to add as providers
• Responsible for placing supply orders for the office and the warehouse
• Receive and place telephone calls to/from vendors and customers
• Assist with other ad hoc projects, including administrative, technology, and sales support
• Operate personal computer to access e-mail, electronic calendars, and other basic office support software
• Assist in answering phones when busy or short-staffed.
• Assist management and sales team in responding to customer and vendor questions and inquiries
• Maintain confidentiality by adhering to all ISO 9001:2015 and NIST 800-171 guidelines and regulations
• Adhere to all Employee Handbook and Employee Safety Manual Policies & Procedures

Assist as a backup for the Billing & Government Specialist, including but not limited to:

• Entering/Sending Customer Invoices
• Entering invoices into government and customer proprietary systems
• Creating government labels
• Creating shipping documents and for government and special customer orders

Requirements & Qualifications

• Bachelor’s Degree preferred OR an equivalent combination of education and experience
• Experience with UPS/FedEx online software is preferred
• Advanced user of Microsoft Office applications
• Experience using software and printers for shipping and labeling, with basic knowledge and skills to repair minor technical issues, a plus
• Good oral and written communication skills
• Ability to work independently while managing multiple projects, schedules, and deadlines
• Must possess a reliable personal smartphone capable of supporting mandatory Multi-Factor Authentication (MFA) protocols required for daily system access.
• Strong collaborative mindset with a willingness to step outside of core responsibilities; proactively identifies business needs and shifts focus or assists other departments without needing direct supervision.
• Residence within a designated SBA Historically Underutilized Business Zone (HUBZone) is strongly preferred but not required. Candidates are encouraged to check their address eligibility via the official SBA HUBZone Map tool.

Work Environment

This is a 100% on-site, in-person position based at our [City/Location] facility. Remote or hybrid work arrangements are not available for this role.

• Note to Applicants: MBE is a certified HUBZone small business concern dedicated to stimulating economic growth in underutilized communities. While all qualified candidates are encouraged to apply, preference may be given to applicants whose primary residence falls within an SBA-designated HUBZone.