Title: Associate Shipping and Receiving Manager

Employee Status: Regular Full Time

Work From Home Option: Not Applicable

FLSA Status: Exempt

Job Overview:

The Shipping/Receiving Manager is responsible for overseeing all inbound and outbound mail, parcels, freight, and vendor deliveries across all NYRA facilities. This role serves as the central control point for package tracking, dock scheduling, vendor access coordination, and internal distribution; ensuring efficient operations while maintaining strict security, regulatory, and safety standards appropriate to a major racing and gaming facility.

Essential Functions:

This position plays a critical operational role in supporting racing, hospitality, corporate offices, backstretch operations, and gaming functions.

1. Centralized Receiving & Distribution

• Serve as the primary coordinator for all incoming and outgoing mail, packages, freight, and courier services for all NYRA facilities.
• Supports the implementation of Shipping and Receiving department workflow as a function of procurement policy.
• Inspect, log, and track all deliveries in a centralized tracking system.
• Verify quantities, condition, and proper documentation before acceptance.
• Enter receiving in SAP Ariba Procurement system and attach receiving documents
• Coordinate timely internal distribution to departments, backstretch offices, racing operations, food & beverage, security, veterinary services and gaming operations.
• Manage interoffice shipments and outgoing vendor returns.
• Liaise with Purchasing/Accounts Payable to notify of receiving discrepancies and/or returns.
• Manages NYRA relationship with major carriers (UPS, USPS, FedEx, DHL) and Mail Services Providers (Pitney Bowes)
• Coordinate timely internal distribution to departments, backstretch offices, racing operations, food & beverage, security, veterinary services and gaming operations.
• Manage interoffice shipments and outgoing vendor returns.
• Liaise with Purchasing/Accounts Payable to notify of receiving discrepancies and/or returns.
• Manages NYRA relationship with major carriers (UPS, USPS, FedEx, DHL) and Mail Services Providers (Pitney Bowes)

2. Loading Dock Operations

• Oversee daily dock scheduling and ensure efficient use of dock space.
• Conduct periodic dock inspections, including monitoring dock equipment and request maintenance as needed.
• Coordinate and enforce delivery windows with vendors, suppliers, and contractors.
• Review Purchase Orders in SAP Ariba for expected delivery dates to prepare for deliveries and follow up with vendors/departments on past due deliveries
• Ensure compliance with security and safety protocols (including but not limited to OSHA) and logistic operations.
• Maintain organized staging areas and secure storage for high-value or temperature-sensitive deliveries.
• Maintain chain-of-custody documentation for sensitive materials (e.g. wagering equipment, IT assets, financial documents).
• Ensure compliance with New York State gaming regulatory requirements where applicable.

3. Vendor & Contractor Coordination

• Serve as the primary point of contact for delivery vendors.
• Coordinate large or specialty freight deliveries (kitchen equipment, racing infrastructure, event equipment, etc.).
• Support capital projects by managing specific deliveries.
• Assist in tracking vendor performance and recurring delivery schedules.

4. Inventory & Recordkeeping

• Maintain digital logs of:
     o Incoming shipments
     o Carrier information
     o Internal department receipt confirmation
     o Delivery exceptions or damage reports
• Assist departments with proof-of-delivery documentation.
• Manage receiving component of all open purchase orders in SAP Ariba
• Routinely provide management with standard reporting of key metrics including but not limited to operations, exceptions, order status, and discrepancies

5. Managerial Responsibilities

• Oversee duties and responsibilities of 3+ Shipping/Receiving and Mailroom personnel
• Manage staff schedule to ensure proper coverage of loading dock for routine package delivery and increased volume for large events, i.e. Belmont Stakes Racing Festival
• Delegate responsibilities in accordance with skill level to ensure efficient workflow and optimal team performance
• Review the work of staff including but not limited to logs, schedules, exception reporting, and SAP Ariba data entry.
• Develop and maintain policies and procedures for the Receiving Department and influence companywide policies and procedures as it relates to receiving.
• Interact with the Building Services, Associate Director to ensure appropriate staffing

Qualifications:

Required:
• Bachelor’s degree in business management, supply chain management or related field.
• 5+ years experience in shipping/receiving, international shipping, warehouse coordination, logistics, and/or facility operations.
• Strong organizational and documentation skills.
• Experience with package tracking systems or inventory software.
• Ability to lift 30-50 lbs and work in a fast-paced operational environment.
• Availability to work flexible schedules to accommodate priority deliveries.
• Valid NYS Driver’s License

Preferred:
• Experience in large venue operations (sports, gaming, hospitality and entertainment).
• Strong understanding of warehousing and distribution processes.
• Proficient in Microsoft Office Suite and inventory management software/
• Familiarity with secure facility environments.
• Experience coordinating multi-building campuses.

Summary of Physical Requirements and Work Environment: 

This role requires the ability to work in an active, fast-paced operational environment with regular movement throughout loading dock and facility areas. Responsibilities include frequent walking and standing, with occasional bending and lifting of packages weighing up to 30–50 lbs. The position also involves handling deliveries, operating within dock spaces that may include moving equipment, and maintaining awareness of safety conditions. Flexibility to support varying schedules is essential to accommodate delivery volumes and large-scale events.

Travel to Saratoga 15%, Occasionally go to garden city.

Pay Range / Salary: $90,000 - $100,000 per year