Warehouse Coordinator

Position Summary

Reporting to the Shop Foreman or equivalent, the Warehouse Coordinator manages receiving, storage, inventory, shipping, and transportation of materials, equipment, and project deliverables for Heartland Scenic. This role maintains accurate records, clean and organized warehouse areas, and reliable material flow to support production, installation, and service schedules.

The Warehouse Coordinator works with purchasing, project management, production, vendors, carriers, and installation teams. The position requires knowledge of construction materials or theatrical lighting and rigging components, as appropriate to the facility it serves. Responsibilities include box truck driving, hauling, deliveries, cleaning, and routine upkeep.

Essential Functions

Time allocations represent estimates and may vary with workload and project priorities.

Receiving, Inventory & Material Coordination (30%)

• Receive and inspect materials; verify quantities, condition, and specifications.
• Identify, label, store, and record construction materials and theatrical components.
• Maintain inventory records, complete counts, and resolve discrepancies.
• Stage project materials and coordinate shortages, returns, and replenishment.

Shipping, Packaging & Logistics (25%)

• Prepare and verify outgoing materials, equipment, and project shipments.
• Package items to prevent damage during handling and transport.
• Coordinate carriers, pickups, deliveries, and shipping documents.
• Track shipments and address delays, damage, returns, and freight claims.

Driving, Deliveries & Hauling (20%)

• Drive company box trucks and haul materials using authorized vehicles and trailers.
• Complete pickups, transfers, and deliveries according to agreed schedules.
• Inspect vehicles and trailers; load, secure, and unload cargo safely.
• Follow transportation requirements and maintain driving qualifications, DOT medical certification, and records.

Warehouse Organization, Cleaning & Upkeep (25%)

• Organize storage and staging areas; keep aisles, exits, and loading areas clear.
• Sweep, clean spills, remove debris, and sort trash, recycling, and scrap.
• Clean vehicles, trailers, work surfaces, and equipment; perform authorized routine upkeep.
• Follow safety procedures, use required PPE, and report hazards and repair needs.

Core Competencies

Materials & Component Knowledge: Identifies construction materials and theatrical lighting and rigging components and understands their handling requirements.

1. Warehouse Organization & Planning: Maintains orderly storage and coordinates material and delivery needs.
2. Inventory Control: Maintains accurate quantities, locations, and material movement records.
3. Shipping & Logistics Coordination: Coordinates packaging, documentation, carriers, and deliveries.
4. Driving & Load Management: Operates vehicles safely and secures loads appropriately.
5. Cleaning & Operational Upkeep: Maintains clean work areas and completes routine upkeep consistently.
6. Attention to Detail & Accountability: Verifies information, resolves discrepancies, and follows through.
7. Safety & Collaboration: Follows safe practices and works effectively across departments.

Performance Measures

Success in this role reflects:

• Accurate receiving, shipping, and inventory records.
• Timely staging, pickups, deliveries, and shipments.
• Organized storage and reliable material traceability.
• Consistent completion of cleaning and upkeep.
• Clear aisles, exits, loading areas, and safety equipment access.
• Proper handling, packaging, storage, and load securement.
• Clean, operationally ready vehicles and equipment.
• Safe operations and current driving qualifications.
• Prompt resolution of shortages, damage, delays, and maintenance concerns.
• Effective coordination across departments.
• Demonstrated company values: Collaborative, Creative, Passionate, Innovative, and Curious.

EOS Data 

Accountabilities Metrics

1. Receive, inspect, identify, and record materials accurately.
2. Maintain organized storage, accurate inventory, and material traceability.
3. Prepare and transport materials to meet project schedules.
4. Maintain clean, safe warehouse areas, vehicles, and equipment.
5. Protect company resources through safe handling, driving, and logistics coordination. Receiving Accuracy (%)

• Error-free incoming shipments ÷ total incoming shipments processed × 100. Errors include quantity, identification, documentation, and inventory-entry errors.

On-Time Material Readiness (%)

• Staging, shipment, and delivery commitments completed on time ÷ total commitments due × 100.

Minimum Qualifications

• High school diploma or equivalent.
• At least one year of experience in warehousing, shipping and receiving, inventory, logistics, construction, manufacturing, or a related field.
• Knowledge of construction materials, including lumber, plywood, sheet goods, metals, and hardware.
• Working knowledge of theatrical lighting and rigging components.
• Experience driving box trucks and transporting materials or equipment.
• Ability to haul materials safely, including trailer operation when assigned.
• Valid driver’s license appropriate for assigned vehicles and an insurable driving record.
• Ability to successfully complete a DOT physical and maintain a current Medical Examiner’s Certificate.
• Experience with purchasing, shipping, receiving, and inventory documents.
• Basic proficiency with Microsoft Office and inventory or ERP systems.
• Ability to use cleaning supplies safely and perform routine upkeep.
• Strong organization, attention to detail, and follow-through.
• Ability to perform essential duties safely, with or without reasonable accommodation.

Preferred Qualifications

• Experience supporting fabrication and theatrical lighting or rigging operations.
• Experience towing trailers and securing oversized or irregular loads.
• Forklift certification or material handling equipment experience.
• Experience coordinating parcel, LTL, freight, and specialty shipments.
• Experience packaging fragile or custom fabricated components.
• Experience supporting installations, equipment returns, and interfacility transfers.
• Experience with warehouse cleaning schedules and routine equipment upkeep.

Supervisory Responsibility

This position has no supervisory responsibilities.

Other Duties

This job description is not a comprehensive listing of activities, nor is it designed to include all duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities will change over time.

Work Requirements

Following a conditional offer, the candidate must:

• Provide required Form I-9      documentation establishing identity and work authorization.
• Successfully complete the      required background screening.
• Maintain an appropriate      driver’s license and an insurable driving record.
• Successfully complete a DOT      physical through a certified medical examiner and obtain a Medical      Examiner’s Certificate before assigned driving duties begin.
• Maintain required medical      certification and driving qualifications throughout employment.

Position Classification Full-time, Hourly, Non-exempt

Benefits Medical, Dental, Vision, 401K, Group Life Insurance

Recruiting Transparency

Heartland Scenic shares position expectations, starting compensation, and the anticipated hiring timeline to help candidates make informed decisions and prepare for the selection process. Candidates may contact Human Resources with questions about the role or hiring process.

ADA Minimum Qualifications and Essential Job Functions

A qualified individual must be able to perform the position’s essential functions, with or without reasonable accommodation. Heartland Scenic will engage in an interactive process with qualified individuals who request reasonable accommodation to perform essential job functions, unless accommodation creates undue hardship.

Attendance, In-Person Work & Travel

• Maintain reliable and predictable attendance to support warehouse operations, production  chedules, and delivery commitments.
• Perform essential duties in person at Heartland Scenic facilities, including receiving, material handling, shipping, cleaning, and upkeep.
• Travel to vendors, company facilities, and project locations to complete assigned pickups, transfers, and deliveries.
• Adjust work hours as necessary to accommodate delivery schedules, transportation assignments, and operational needs.

Driving & Transportation

• Safely operate company box trucks and other assigned vehicles on public roads and at project locations.
• Haul materials and equipment using trailers and vehicle combinations appropriate to the employee’s qualifications and authorization.
• Inspect vehicles, trailers, connections, and secured loads before travel; identify and report unsafe conditions promptly.
• Maintain an appropriate driver’s license, an insurable driving record, and current DOT medical certification.

Physical Demands

• Stand, walk, bend, kneel, crouch, and reach throughout the workday while handling materials and maintaining work areas.
• Lift and carry materials weighing up to 50 pounds; use team assistance or mechanical equipment for heavier or awkward loads.
• Push, pull, position, load, and unload materials using appropriate equipment and safe handling  practices.
• Enter and exit vehicle cabs, cargo areas, and trailers safely during inspections, loading, anddeliveries.
• Operate vehicle controls, liftgates, material handling equipment, and cargo securement devices safely and accurately.
• Use cleaning equipment and routine upkeep tools to maintain warehouse areas, vehicles, trailers, and equipment.
• Read labels and inspect materials, shipments, storage areas, vehicles, and loads for accuracy, damage, and safety concerns.
• Recognize and respond promptly to traffic conditions, equipment movement, warning signals, and workplace   hazards.

Work Environment

• Work in warehouse and fabrication areas with noise, dust, moving equipment, and varying temperatures.
• Work outdoors during loading, unloading, deliveries, and upkeep activities in changing weather  conditions.
• Drive in varying traffic, weather, and road conditions while exercising judgment about safe operation.
• Handle approved cleaning products, scrap, and waste materials according to established procedures.
• Wear required personal protective equipment appropriate to assigned tasks and work environments.

Cognitive & Technical Requirements

• Read and interpret purchase orders, packing lists, shipping instructions, material identifiers, and delivery information accurately.
• Identify common construction materials and theatrical lighting and rigging components for receiving, storage, staging, and transport.
• Maintain accurate inventory, shipping, receiving, and transportation records using company systems and required documentation.
• Prioritize material movement, deliveries, cleaning, and upkeep to meet operational schedules and changing demands.
• Follow cleaning instructions, equipment care procedures, and safe material handling requirements consistently.
• Recognize hazards, discrepancies, and equipment defects; take appropriate action and escalate concerns promptly.

Communication & Interpersonal Requirements

• Communicate clearly with supervisors, vendors, carriers, clients, and coworkers to coordinate materials and deliveries.
• Document shortages, damage, delivery confirmations, inventory changes, and transportation concerns accurately and promptly.
• Report supply needs, equipment defects, and facility repair concerns with enough detail to support timely resolution.
• Coordinate handoffs and communicate changes that affect material availability, delivery schedules, or access to work areas.
• Work cooperatively with Fabrication and Theatrical Services teams to support shared operational priorities.