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Key Responsibilities and Required Skills for an Inbound Coordinator

💰 $45,000 - $65,000

LogisticsSupply ChainOperationsCoordination

🎯 Role Definition

An Inbound Coordinator is the central communication and organizational hub for a company's receiving operations. This role acts as a critical link between suppliers, freight carriers, and the internal warehouse or distribution center team. The primary goal is to orchestrate a smooth, efficient, and predictable flow of all incoming materials and products, from scheduling delivery appointments to resolving shipment issues. Success in this position ensures that inventory arrives on time, accurately, and is ready for put-away, directly impacting inventory integrity, production schedules, and overall operational efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate or Lead
  • Logistics Assistant
  • Customer Service Representative (in a supply chain context)

Advancement To:

  • Inbound Supervisor / Team Lead
  • Logistics Manager or Analyst
  • Supply Chain Planner

Lateral Moves:

  • Outbound Coordinator
  • Inventory Control Specialist
  • Transportation Coordinator

Core Responsibilities

Primary Functions

  • Proactively coordinate and schedule all inbound freight appointments with vendors and carriers, managing the master delivery schedule to optimize dock capacity.
  • Serve as the main point of contact for all carrier and supplier communications regarding shipment status, delivery timing, and special handling requirements.
  • Meticulously verify the accuracy and completeness of all inbound shipping documentation, including Bills of Lading (BOLs), packing slips, and commercial invoices, against our Purchase Orders.
  • Diligently input, update, and maintain precise records of all incoming shipments within the Warehouse Management System (WMS) and/or Enterprise Resource Planning (ERP) system.
  • Systematically track and trace inbound shipments from origin to destination, communicating any potential delays or exceptions to relevant internal stakeholders like Purchasing and Inventory.
  • Investigate and spearhead the resolution process for any shipment discrepancies, including shortages, overages, damages, or incorrect items, collaborating with vendors and internal teams.
  • Communicate clear and timely instructions to the receiving and unloading teams regarding expected arrivals, trailer contents, and any specific unloading priorities.
  • Manage and maintain the inbound dock door schedule and yard management, directing drivers to appropriate locations to ensure an organized and safe flow of traffic.
  • Process and file freight claims for goods damaged or lost in transit, meticulously documenting evidence and tracking claims through to final resolution with the carrier.
  • Develop and maintain strong working relationships with key carrier contacts and supplier logistics teams to foster collaboration and improve service levels.
  • Prepare and distribute daily and weekly reports on inbound logistics performance, including on-time delivery metrics, receiving volume, and dock turn times.
  • Ensure all inbound logistics activities adhere strictly to company safety protocols, transportation regulations (e.g., DOT), and import/export compliance standards.
  • Monitor and manage the flow of inbound containers from port to facility, coordinating drayage and resolving any issues related to customs or port holds.
  • Reconcile receiving reports and associated paperwork with system data to ensure absolute accuracy for the inventory and accounts payable departments.
  • Actively identify and flag non-compliant shipments from vendors (e.g., poor labeling, incorrect palletization) and communicate issues for corrective action.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis related to carrier performance, lead times, and inbound costs.
  • Contribute to the organization's logistics strategy by identifying and suggesting process improvements to enhance efficiency, reduce costs, and improve accuracy.
  • Collaborate with the purchasing and planning teams to provide insight into carrier capacity and transit times for better procurement and inventory forecasting.
  • Participate in cross-functional projects aimed at improving overall supply chain operations, representing the inbound logistics function.
  • Assist in training new warehouse team members on receiving procedures, documentation standards, and system usage.
  • Support physical inventory and cycle count activities by providing documentation and helping to resolve discrepancies rooted in receiving errors.
  • Maintain and update a central repository of carrier information, rate agreements, and performance scorecards.
  • Facilitate the process for Return to Vendor (RTV) shipments by generating required paperwork and coordinating pickup with designated carriers.

Required Skills & Competencies

Hard Skills (Technical)

  • WMS/ERP Proficiency: Hands-on experience with Warehouse Management Systems (e.g., Manhattan, Blue Yonder) or ERP systems (e.g., SAP, Oracle, NetSuite) is essential.
  • Microsoft Office Suite: Strong capability, particularly in MS Excel, for creating schedules, tracking data, and generating reports (VLOOKUPs, pivot tables are a plus).
  • Supply Chain Fundamentals: Solid understanding of basic logistics, transportation, and inventory management principles.
  • Data Entry & Accuracy: A proven ability to enter data quickly and with an extremely high degree of accuracy.
  • Scheduling & Calendaring Software: Proficient in using tools like Outlook Calendar or dedicated scheduling platforms to manage complex appointment calendars.

Soft Skills

  • Exceptional Communication: The ability to communicate clearly, concisely, and professionally via email, phone, and in-person with both internal teams and external partners.
  • Problem-Solving Acumen: A knack for identifying issues, investigating root causes, and implementing effective solutions under pressure.
  • Meticulous Attention to Detail: The capacity to spot discrepancies in documents and data that others might miss.
  • Time Management & Organization: A master of multitasking, prioritizing a high volume of tasks, and meeting tight deadlines in a fast-paced environment.
  • Collaboration & Interpersonal Skills: A team player who can build positive and productive relationships with colleagues, suppliers, and drivers.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience working in a logistics, transportation, or warehouse environment.

Preferred:

  • At least 1-2 years of direct experience in a coordination role (e.g., dispatch, load planning, or inbound/outbound scheduling) is highly preferred.
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