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Key Responsibilities and Required Skills for Item Coordinator

💰 $38,000 - $55,000

LogisticsInventory ManagementSupply ChainWarehouse Operations

🎯 Role Definition

The Item Coordinator is responsible for accurate SKU-level inventory control, receipt and distribution of goods, and maintaining item master data across ERP and WMS platforms. This role supports daily warehouse operations, coordinates with procurement and vendors to resolve discrepancies, and drives inventory accuracy through cycle counts, reconciliations, and process improvements. An effective Item Coordinator ensures product availability, minimizes stock variances, and contributes to on-time fulfillment by combining strong operational practices with data-driven decision making.

Core keywords: Item Coordinator, inventory control, SKU management, receiving and shipping, cycle counts, ERP, WMS, barcode scanning, vendor coordination, warehouse operations.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Material Handler
  • Inventory Clerk / Stockroom Associate
  • Purchasing Assistant / Procurement Coordinator

Advancement To:

  • Inventory Control Supervisor / Lead
  • Supply Chain Analyst / Inventory Analyst
  • Purchasing/Procurement Specialist or Manager

Lateral Moves:

  • Logistics Coordinator
  • Quality Assurance Coordinator
  • Warehouse Operations Coordinator

Core Responsibilities

Primary Functions

  • Maintain accurate item master and SKU records in the ERP/WMS by creating, updating, and validating item descriptions, units of measure, bin locations, dimensions, and weight to ensure consistent inventory data across systems.
  • Coordinate daily receiving activities: verify purchase orders, count incoming items, inspect shipments for damage or shortages, and ensure timely posting of receipts into the inventory system.
  • Reconcile supplier invoices, packing slips, and purchase orders to resolve receipt discrepancies and support accurate accounts payable processing.
  • Execute regular cycle counts and ad-hoc inventory audits, investigate variances, document root causes, and implement corrective actions to improve inventory accuracy and reduce shrink.
  • Process and prioritize outbound pick, pack, and ship requests in coordination with warehouse operations to meet customer and internal delivery SLAs.
  • Create, review, and update SKU-level reorder points and min/max quantities in collaboration with procurement and demand planners to prevent stockouts and overstock.
  • Manage returns processing (RMA) and disposition of damaged or excess inventory, coordinating with quality, procurement, and vendors to determine repair, return, or disposal actions.
  • Monitor slow-moving and obsolete inventory; prepare recommendations and reports for write-offs, liquidation, or transfer to secondary channels.
  • Validate barcode labels, UPCs, and other product identifiers and maintain scanning configuration to ensure reliable RF scanning and traceability.
  • Support EDI and vendor portal transactions for ASN (advance ship notice) reconciliation and automated receipt matching where applicable.
  • Investigate and resolve inventory discrepancies between physical counts and system records, prepare variance documentation, and liaise with cross-functional teams for root-cause elimination.
  • Lead item set-up for new products, including bill of materials (if applicable), storage requirements, hazardous material handling codes, and packing instructions.
  • Maintain bin and location accuracy by overseeing slotting activities, location audits, and re-slot recommendations to optimize picking efficiency and space utilization.
  • Prepare and deliver detailed inventory reports and KPIs (cycle count accuracy, inventory turnover, on-time receiving, fill rate) to operations management and stakeholders.
  • Collaborate with procurement to expedite critical items, manage backorder lists, and track incoming shipments to minimize fulfillment impacts.
  • Coordinate with carriers and logistics providers on inbound scheduling, freight discrepancies, and claims for damaged goods to ensure timely resolution.
  • Train and mentor warehouse staff and temporary workers on proper receiving, packing, labeling, and inventory control procedures to sustain operational standards.
  • Maintain compliance with company policies and external regulations related to storage, labeling, hazardous materials, and product traceability.
  • Drive continuous improvement projects to streamline item handling processes, reduce cycle times, and lower inventory carrying costs using lean principles and data analysis.
  • Support month-end and year-end inventory close activities, providing documentation and reconciliation support for auditors and finance teams.
  • Facilitate cross-functional communication between sales, operations, procurement, and customer service to resolve order and inventory issues quickly and transparently.
  • Use data-driven approaches to forecast short-term replenishment needs during promotions, seasonal spikes, or supply disruptions and recommend tactical actions.

Secondary Functions

  • Produce ad-hoc inventory and performance reports for leadership and contribute actionable insights to reduce stock variance and improve fill rates.
  • Participate in ERP/WMS upgrade and configuration projects by testing item-related functionality, validating data migration, and documenting business requirements.
  • Assist internal and external auditors during inventory audits and provide required documentation, count results, and variance explanations.
  • Support supplier qualification and onboarding by validating vendor master data and coordinating initial ASN/EDI testing where required.
  • Serve as a subject-matter resource for item-level procedures, drafting standard operating procedures (SOPs) and training materials for new or changed processes.
  • Collaborate with IT and system administrators to troubleshoot scanning hardware, label printers, and integration issues affecting inventory transactions.
  • Help define KPI targets for inventory accuracy, receiving time, and order fill rate; monitor progress and escalate blockers to management.
  • Participate in continuous improvement workshops (Kaizen, 5S) to enhance warehouse organization and item flow.
  • Coordinate seasonal inventory projects such as physical inventories, SKU rationalization, and temporary storage reconfiguration.

Required Skills & Competencies

Hard Skills (Technical)

  • Inventory management and SKU lifecycle control (item master maintenance, SKU rationalization, classification)
  • Enterprise Resource Planning (ERP) systems experience (e.g., SAP, Oracle NetSuite, Microsoft Dynamics, Infor)
  • Warehouse Management Systems (WMS) and RF/barcode scanning operations
  • Advanced Microsoft Excel skills (VLOOKUP/XLOOKUP, pivot tables, data validation, formulas)
  • Cycle counting methodology and inventory reconciliation processes
  • Purchase order receiving, ASN/EDI transaction handling, and supplier reconciliation
  • Shipping and receiving operations knowledge, including carriers and freight claim processes
  • Basic SQL or data query skills for extracting inventory reports (preferred)
  • Familiarity with GS1/UPC/EAN barcoding standards and label printing tools
  • Experience with inventory KPIs (inventory accuracy, turnover, fill rate) and reporting tools (Power BI, Tableau, or internal dashboards)
  • Knowledge of hazardous materials handling and regulatory compliance where applicable
  • Strong data entry accuracy and attention to product identification details

Soft Skills

  • Exceptional attention to detail with a strong bias for accuracy in counts and records
  • Clear verbal and written communication for cross-functional coordination and vendor interactions
  • Strong organizational and time management skills; ability to prioritize competing demands in a fast-paced environment
  • Analytical mindset with the ability to troubleshoot discrepancies and determine root causes
  • Problem-solving and escalation judgment to drive timely resolution of supply or system issues
  • Team player who can coach and lead warehouse associates during peak periods
  • Customer service orientation to support internal and external stakeholders
  • Adaptability and flexibility to manage changing priorities and seasonal demand
  • Initiative and continuous improvement mindset to enhance controls and processes
  • Integrity and accountability in handling inventory and confidential data

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED

Preferred Education:

  • Associate degree or Bachelor's degree in Supply Chain Management, Logistics, Business Administration, or related field

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • Business Administration
  • Operations Management

Experience Requirements

Typical Experience Range:

  • 1 to 5 years of relevant experience in inventory control, warehouse operations, or item coordination

Preferred:

  • 2+ years experience working with ERP/WMS systems, cycle count programs, and SKU-level inventory management
  • Experience in a distribution center, manufacturing parts environment, retail replenishment, or e-commerce fulfillment preferred
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