Shipping Operations Analyst

The Shipping Operations Analyst is responsible for maintaining the organization, accuracy, and integrity of the company's shipping operations. This role serves as a central coordinator for shipping records, documentation, and operational data, ensuring every shipment is properly identified, documented, organized, and preserved throughout its lifecycle.

As a key member of the Operations team, you will maintain accurate shipment records, enforce documentation standards, organize shipping files, and ensure operational information remains complete, consistent, and easily accessible. You will help maximize the effectiveness of Monday.com by maintaining high-quality operational data, improving shipping workflows, and ensuring shipment information is organized, traceable, and actionable.

Your work provides the operational foundation that supports inventory management, allocation,

shipment tracking, wholesale order fulfillment, invoicing, freight planning, and other critical business

processes.

This role is ideal for someone who enjoys bringing structure to complex operations. Success requires exceptional organization, attention to detail, strong coordination skills, technical confidence, and the ability to proactively manage multiple workflows in a fast-paced, remote environment.

Core Responsibilities

Shipping Operations Administration

• Maintain accurate and timely shipment records in Monday.com.
• Assign and maintain unique shipment identifiers.
• Enforce documentation standards and naming conventions.
• Create, organize, and safeguard packing lists, bills of lading, shipping confirmations, tracking information, and supporting documents.
• Ensure every shipment has a complete, organized, and traceable operational record.
• Keep shipping records current throughout the shipment lifecycle.
• Maintain clear documentation for partial shipments, split shipments, and inventory allocations.

Monday.com Administration & Workflow Management

• Use Monday.com as the operational command center for shipping activities.
• Maintain accurate shipment statuses on ETDs, ETAs, allocations, documentation, and follow-up actions.
• Continuously improve the quality and usefulness of shipping information within Monday.com.
• Keep operational boards organized, current, and actionable.
• Help improve workflows, automation opportunities, board organization, and operational visibility.

Coordination & Operational Follow-Through

• Coordinate with the Operations team to gather missing shipment information.
• Follow up on outstanding documentation, approvals, shipment updates, and operational tasks.
• Ensure shipment changes are accurately reflected across operational records.
• Support freight planning activities through accurate recordkeeping and coordination.
• Maintain clear communication across Operations and other departments.

Freight Consolidation Support

• Assist the Operations team with freight consolidation planning for US imports.
• Prepare shipment and inventory summaries for consolidation planning.
• Track inventory movements between Japan and the US.
• Update freight plans, shipment groupings, ETDs, ETAs, and related operational information.
• Coordinate follow-up actions to ensure shipment plans continue moving forward.

Inventory & Allocation Support

• Support inventory movement tracking and allocation planning.
• Maintain accurate records of inventory movements.
• Assist with inventory reconciliation activities.
• Help maintain a clear operational record showing where purchased inventory has been allocated
• and shipped.

Who We're Looking For

We're looking for someone who thrives in a fast-paced, remote-first environment and enjoys creating order from complexity.

The ideal candidate is:

• Highly organized with exceptional attention to detail.
• An outstanding coordinator who enjoys keeping people, processes, and information aligned.
• Proactive and comfortable following up until work is completed.
• Naturally inclined to identify bottlenecks, inconsistencies, and workflow gaps.
• Highly technology-savvy and quick to learn new software and systems.
• Experienced working independently in a fully remote environment.
• Comfortable using Monday.com, spreadsheets, cloud storage, messaging platforms, and other collaboration tools.
• A strong written communicator who keeps stakeholders informed.
• Process-driven and always looking for opportunities to improve organization and efficiency.
• Reliable, accountable, and consistent with follow-through.

If you're the type of person who enjoys opening a project board, quickly spotting what's missing, coordinating with the Operations team, and ensuring nothing falls through the cracks, you'll thrive in this role.

Shift Schedule: (Split shift) 8pm to 2am and 10am to 12nn (PH-time)

For interested applicants, please send your resume to: [email protected]

Email Subject: Your Name - Shipping Operations Analyst

Attach your resume + 1 to 2 minute introductory video (.mp4 file) with these details:

• A quick introduction about yourself
• A summary of your relevant experience
• Why are you interested in joining Matcha.com