Shipping Administrator

BAE Systems•Town of Huntington, NY

6d•$61,527 - $104,597

About The Position

Every day, BAE Systems ships the most sophisticated electronics—from the circuitry that powers the Mars Rover, to the communications gear that safeguards the F‑35, to the low‑emission solutions lighting up the City of Lights. Behind each launch, delivery, and deployment is a Shipping Administrator who turns complex contracts and purchase orders into flawless, compliant shipments that keep our missions moving. At BAE Systems you’ll join a team of the sharpest analytical minds in aerospace and defense—people who love digging through dense documents, spotting the tiniest discrepancy, and keeping multiple internal customers smiling under pressure. We value the diversity of thought that makes our logistics flawless, and we give you the flexible work environment you need to excel both at work and at home. Our core missions—“We Protect Those Who Protect Us®" and “We Innovate For Those Who Move the World®”—are lived out every time a critical part leaves our doors on time and on spec. If you’re ready to apply your meticulous eye for detail, love turning paperwork into precision‑engineered shipments, and want to build a career where every document you validate helps protect the planet and the people who defend it, come build your future with BAE Systems. In this role you will be responsible for:

Requirements

Typically a High School Diploma and 4 years work experience or equivalent experience
Detail‑oriented reading & analytical ability: Proven ability to quickly locate, interpret, and cross‑check critical information from complex contracts/purchase orders, and internal request forms, and to validate that data against multiple internal sources before shipment documentation is finalized.
Extreme attention to detail: Consistent history of catching errors in dense documents (contracts, invoices, compliance forms) and preventing downstream issues.
Written & verbal communication: Clear, concise email and report writing; capable of explaining technical or regulatory details to non‑technical stakeholders in a professional, friendly manner.
Pressure management & multitasking: Experience handling several urgent requests simultaneously, meeting defined service‑level targets, and maintaining a positive “smile‑through‑pressure” attitude.
Team orientation & coachability: Willingness to take direction, accept constructive feedback, and rapidly learn new logistics processes. Take detailed, well-organized notes.
Computer proficiency: Intermediate Excel/Google Sheets skills; comfortable with web‑based forms; able to learn and become proficient in an ERP/TMS system with minimal supervision.

Nice To Haves

Preferred: Associate or bachelor’s degree in business, Supply‑Chain Management, Finance, Legal Studies, or a related field.
Positive, service‑oriented demeanor
Process‑improvement mindset – history of identifying repetitive errors or documentation gaps and proposing practical fixes.
Organizational agility – uses checklists, task‑management tools, or dashboards to keep work organized and audit‑ready.

Responsibilities

Prepare & Manage Shipping Documentation
Create, review, and release all required shipment paperwork (air waybills, barcode labels, commercial invoices, packing lists, etc.) in accordance with customer, commercial, and regulatory standards.
Interface with multiple web portals required for shipping documentation.
Extract & Validate Shipping Information
Read government and commercial contracts/purchase orders, and internal requisitions to locate key shipping data.
Identify any discrepancies between data sources that prevents the creation of shipping documents. Work with key stakeholders to reach a resolution.
Maintain Export & ITAR Compliance
Follow internal SOPs to ensure every international shipment meets U.S. Export Administration Regulations (EAR) and International Traffic in Arms Regulations (ITAR) requirements.
Flag any missing or questionable items for Export team to review and document corrective actions.
Interface with Internal, External & Government Stakeholders
Serve as the primary point of contact for internal customers and our in-house government agency, DCMA (Defense Contract Management Agency).
Coordinate with external carriers, freight forwarders, and customs brokers as needed.
Timely Processing & Record Keeping
Ensure all shipment requests are processed within defined service level targets.
Generate routine performance reports.
Maintain organized, audit ready, electronic and physical shipping records.
Update status dashboards.

Benefits

At BAE Systems, we support our employees in all aspects of their life, including their health and financial well-being. Regular employees scheduled to work 20+ hours per week are offered: health, dental, and vision insurance; health savings accounts; a 401(k) savings plan; disability coverage; and life and accident insurance. We also have an employee assistance program, a legal plan, and other perks including discounts on things like home, auto, and pet insurance. Our leave programs include paid time off, paid holidays, as well as other types of leave, including paid parental, military, bereavement, and any applicable federal and state sick leave. Employees may participate in the company recognition program to receive monetary or non-monetary recognition awards. Other incentives may be available based on position level and/or job specifics.

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