Warehouse Administrative Coordinator

Warehouse Administrative Coordinator Capital PWL | Baton Rouge, LA | Full-time, in person Pay: $20.00–$25.00 per hour, based on experience About the role Capital PWL receives, stores, and delivers HVAC and industrial equipment for commercial and industrial projects. We are hiring an administrative coordinator in our Baton Rouge warehouse to manage the paperwork and records that accompany each shipment. You will prepare and check shipping documents, maintain truck and delivery files, track open items, and follow each delivery through signed proof of receipt. This is primarily office work, with regular time on the warehouse floor to verify information with the receiving, QC, and shipping teams. What you will do Schedule incoming freight and outgoing deliveries; confirm appointments, site instructions, and changes with vendors, carriers, drivers, and project staff. Collect and check incoming bills of lading, packing lists, purchase orders, and project references. Record quantities, identifiers, and any damage or shortage notes provided by receiving staff. Prepare outbound bills of lading, delivery tickets, equipment lists, and driver packets. Match the project, destination, unit or tag numbers, serial numbers, quantities, and accessories to the authorized shipping instructions. Check that required QC release and outgoing verification are documented before dispatch; flag missing records or HOLD items to the warehouse manager. Track shipment and equipment status in spreadsheets and warehouse records; scan, name, and file documents and photos so others can find the right version quickly. Collect signed delivery receipts and proof of delivery, follow up on missing signatures or exceptions, and assemble supporting records for damage or freight claims. Maintain vehicle and trailer files for registration, insurance, inspection, and maintenance records; collect driver-submitted trip paperwork, track assigned renewal dates, and flag gaps to the responsible manager. Provide clear shipment updates and open-item reports to the warehouse manager and project team; follow discrepancies through to a documented handoff or resolution. What we are looking for At least two years of warehouse administration, shipping, receiving, or logistics documentation experience, including bills of lading, delivery receipts, and shipment records. Comfort using Microsoft Excel, Outlook, PDFs, and shared digital files to maintain accurate, searchable records. Careful comparison of item numbers, serial numbers, quantities, addresses, and document versions; ability to spot a mismatch and raise it promptly. Clear written and phone communication with drivers, warehouse staff, vendors, and project teams; reliable follow-through when priorities change. Helpful experience Industrial or HVAC equipment; warehouse or inventory software; freight claims; truck and trailer document tracking. Benefits and work setting Must be able to pass a background check and drug screening, and maintain compliance with corporate Fitness For Duty program. Health, dental, and vision insurance; 401(k) with company matching; paid time off and holidays. This position works in an active warehouse and office environment, with regular walks through receiving and shipping areas. Pay: $20.00 - $25.00 per hour Benefits: 401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Describe your warehouse and quality experience Do you have a clean background / record? Will you pass regular and random drug screenings? Describe your history of managing documentation and staying organized, as well as working within a team, especially in a warehouse setting. Work Location: In person

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