Warehouse Operations Coordinator

Position Summary The Warehouse Operation Coordinator supports the order-to-production-to-shipping process by reviewing customer orders, verifying material availability and system allocations, communicating production readiness, maintaining required documentation, and coordinating shipping, receiving, and inventory activities. The Coordinator reviews system material allocations against order requirements and available inventory. Reports discrepancies to the appropriate department for investigation and system correction. The position serves as an important communication link between Production, Purchasing, Sales, Quality, and other departments to support material availability, order readiness, inventory accuracy, and on-time customer shipments. This is a non-supervisory position focused on coordination, accurate data and documentation, material movement, and timely communication. Essential Duties and Responsibilities Documentation Creates, organizes, and maintains operational records, including Travelers, packing lists, certificates of conformance or material certifications, and inspection records. Ensures documentation for each order is complete and accurate before the product is shipped. Maintains organized physical and electronic filing systems and supports document control procedures, including version control of forms and work instructions. Maintain reports and logs, such as shipping logs, receiving logs, and inventory reports. Assists with document retrieval for audits, customer requests, and internal reviews. Shipping and Receiving Receives incoming shipments and verifies contents against purchase orders and packing slips for quantity, correct part numbers and condition is acceptable from courier. Reports discrepancies, damages, and shortages to Purchasing and Supervisor. Route received materials to appropriate designated areas. Prepares outgoing shipments, including picking, packing, labeling, and palletizing to protect them in transit. Is the primary contact for pickups from freight carriers arranged by Logistics Department. Prepares shipping documentation and coordinates shipments based on instructions and documentation provided by the Logistics Department. Inventory Management Assists in maintaining accurate inventory records for materials, components, consumables, and finished goods in the inventory or ERP system from direction of the Materials Manager. Performs regular cycle counts and assists with annual physical inventory. Identifies inventory variances and provides supporting information to the Materials Manager or other authorized personnel for investigation and reconciliation. Monitors stock levels and notifies Purchasing or the supervisor when the materials appear to require replenishment. Keeps the stockroom and warehouse areas organized, clearly labeled, and easy to navigate. Ensures proper identification, traceability, and segregation of materials, including nonconforming or quarantined items. Communicates material availability and order readiness to Production. Final production scheduling and prioritization remain the responsibility of the Production Manager. General Follows all safety procedures, including proper lifting techniques and required PPE in warehouse and shop areas. Communicates regularly with production, purchasing, quality, and sales teams on material status and shipment timing. Supports continuous improvement of administrative, shipping, and inventory processes. Performs other related duties as assigned. Qualifications Required High school diploma or GED. 2+ years of experience in an administrative, shipping and receiving, or inventory role, preferably in a manufacturing environment. Strong organizational skills and attention to detail. Proficiency with Microsoft Office, especially Excel and Word. Experience using an inventory, ERP, or MRP system. Ability to read purchase orders, packing slips, and basic part drawings or part numbers. Clear written and verbal communication skills. Ability to…

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