Warehouse Planning Specialist

About the role

The Warehouse Administrative & Operations Coordinator is responsible for managing the administrative, compliance, financial coordination, and operational activities related to the company’s warehouse locations in the US. This role also supports pre-lease market research and broker coordination to ensure each warehouse project begins with accurate information and strong market understanding. The ideal candidate is detail-oriented, highly organized, and capable of coordinating with landlords, brokers, government agencies, internal teams, and service providers.

What you'll do

• Conduct basic market research in targeted cities, including rental price ranges, available warehouse inventory, market conditions, and competitor warehouse locations.
• Coordinate with real estate brokers: request property lists, follow up on availability, collect property brochures, and maintain communication records.
• Assist in evaluating potential warehouse properties by organizing key data such as size, layout, location, pricing, and surrounding infrastructure.
• Provide preliminary findings to support internal decision-making before lease negotiations begin.
• Handle all permits, licenses, and compliance documentation required for warehouse operations, including Business Licenses, Certificates of Occupancy, and other regulatory filings.
• Maintain a structured documentation system for contracts, permits, inspection reports, renewals, and official correspondence.
• Track deadlines for all compliance-related documents to ensure timely renewals and updates.
• Communicate with government departments to complete filings and resolve administrative issues.
• Coordinate with the Finance team on warehouse-related payments, including rent, deposits, utility bills, waste management services, and internet services.
• Manage initial payment coordination after a lease is executed and ensure required documents are submitted to Finance.
• Collect and organize monthly invoices and supporting materials to ensure timely processing.
• Monitor changes in charges, rate adjustments, credits, or penalties and report discrepancies.
• Maintain organized financial and billing records for all warehouse locations.
• Manage the setup, transfer, and maintenance of essential warehouse services such as electricity, water, gas, internet, and waste services.
• Serve as the primary contact for operational issues including outages, service interruptions, utility malfunctions, or other service-related problems.
• Coordinate with landlords, technicians, and utility companies to schedule repairs or service visits.
• Maintain updated utility accounts, vendor contacts, and service history records.

Qualifications

• Strong organizational and documentation management skills.
• Clear and professional communication abilities across landlords, brokers, government agencies, and internal teams.
• Strong problem-solving capability and proactive follow-up mindset.
• Ability to manage multiple deadlines and maintain accuracy under pressure.
• Experience in warehouse operations, administrative roles, real estate coordination, or government compliance is an asset (training provided).
• English required; Chinese proficiency is a plus.
• Detail-oriented with strong ownership of tasks.
• Able to work independently and handle multi-step workflows.
• Comfortable engaging with brokers, landlords, and vendors.
• Adaptable and able to operate in a fast-paced environment.

Benefits 

• Dental, Vision, Medical insurance, Paid Holiday, Paid Time Off, Paid Sick Leave, 401K, Management training program, etc