Key Responsibilities and Required Skills for Warehouse Inventory Coordinator

🎯 Role Definition

The Warehouse Inventory Coordinator is responsible for maintaining accurate inventory records and ensuring material availability across the warehouse network. This role coordinates cycle counts and physical inventories, reconciles discrepancies, updates ERP/WMS records, enforces FIFO/FEFO policies, and partners with procurement, operations, and quality teams to reduce shrinkage and improve inventory accuracy. The ideal candidate is detail-oriented, experienced with inventory control systems and analytics (Excel, SQL basics), and capable of driving process improvement and cross-functional collaboration.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Material Handler
Inventory Clerk / Stock Clerk
Receiving Clerk / Shipping Clerk

Advancement To:

Inventory Control Supervisor
Warehouse Manager / Operations Supervisor
Supply Chain Analyst / Inventory Planning Manager

Lateral Moves:

Logistics Coordinator
Procurement Specialist / Buyer
Quality Control Specialist

Core Responsibilities

Primary Functions

Conduct and manage regular cycle counts and scheduled full physical inventories, documenting variances and ensuring timely adjustments in the WMS/ERP to maintain inventory accuracy targets.
Investigate inventory discrepancies by tracing transaction histories, performing root cause analysis, collaborating with receiving/shipping teams, and recommending corrective actions to prevent recurrence.
Execute bin-to-bin transfers, stock relocations, and re-slotting tasks in the WMS to optimize warehouse layout and improve pick efficiency while updating system records in real time.
Update and maintain SKU master data including units of measure, case/pallet configurations, barcode labels, lot and serial number tracking, expiration dates, and storage requirements to ensure data integrity.
Coordinate with procurement and planning teams to validate on-hand quantities, confirm pending receipts, and support reorder point adjustments and safety stock recommendations based on consumption trends.
Ensure proper application of inventory valuation methods (FIFO/FEFO/LIFO where applicable), record perishable and serialized inventory movements accurately, and support month-end inventory accounting processes.
Prepare, analyze, and present daily/weekly/monthly inventory reports and KPIs (inventory accuracy, shrinkage rate, cycle count completion, days of inventory) for operations leadership and finance.
Lead inventory reconciliation during receiving and returns processing, managing vendor returns (RMA) and dispositions while ensuring system credits and adjustments are processed correctly.
Oversee barcode labeling and RFID tagging programs, ensuring accurate scanning practices and working with IT to troubleshoot hardware and scanner issues that impact count accuracy.
Administer and execute inventory control policies, SOPs, and work instructions, updating documentation to reflect process improvements and regulatory requirements.
Manage consignment, vendor-managed inventory (VMI), and third-party logistics (3PL) stock visibility, reconciling external inventory records with internal systems.
Support cycle count program optimization by developing count schedules, prioritizing high-value/fast-moving SKUs, and implementing risk-based counting methodologies.
Train, mentor, and audit warehouse staff on correct receiving, picking, putaway and replenishment procedures to reduce errors and improve first-time accuracy.
Coordinate cross-functional inventory audits with finance, compliance, and quality teams to ensure adherence to internal controls and to support external audit requests.
Monitor and investigate inventory shrinkage, theft, and loss incidents, partnering with security and operations to implement loss prevention measures.
Manage special inventory activities such as quarantine, hold, rework, and scrap processing to maintain product integrity and system accuracy.
Support system implementations, WMS upgrades and data migrations by validating inventory conversion results, performing test counts, and documenting reconciliation steps.
Drive continuous improvement projects focused on reducing touch points, streamlining receiving and putaway flows, and improving inventory turnover through process changes and kaizen activities.
Coordinate inbound and outbound scheduling with carriers and 3PL partners when inventory constraints impact order fulfilment, escalating issues to operations leadership when necessary.
Maintain compliance with OSHA, DOT and company safety policies in handling materials, hazardous goods, and forklift/ equipment operation, ensuring all staff maintain certifications and training.
Validate and maintain cycle count tolerance levels, create inventory adjustment requests, and ensure adjustments are properly approved and auditable in the ERP.
Forecast short-term demand impacts on inventory (promotions, seasonal spikes, new product introductions) and advise operations and procurement on anticipated stock requirements.
Reconcile and account for inter-warehouse transfers and cross-dock movements to prevent phantom inventory and ensure accurate stock positions across facilities.
Support customer and sales teams by investigating order fulfilment issues related to inventory availability and providing resolution timelines and status updates.
Maintain vendor and product traceability by documenting lot/serial number movements, expirations, and recall readiness to support quality and regulatory investigations.

Secondary Functions

Support ad-hoc inventory analyses, one-time investigations, and management information requests to inform operational decisions and continuous improvement initiatives.
Participate in cross-functional projects to roll out new SKUs, packaging changes, or warehouse layout redesigns and validate inventory accuracy during project transitions.
Assist IT and systems teams during WMS/ERP enhancements by testing inventory workflows, identifying process gaps, and validating business rules before go-live.
Facilitate supplier and 3PL reconciliations and periodic vendor inventory attestations to ensure external stock records align with internal ledgers.
Document lessons learned from inventory incidents and lead corrective action plans, change controls, and follow-up metrics to demonstrate sustained improvements.
Act as the inventory subject matter expert for internal audits and external customer inquiries, preparing evidence packages and supporting walkthroughs.

Required Skills & Competencies

Hard Skills (Technical)

Proficient with Warehouse Management Systems (WMS) such as Blue Yonder/Manhattan, HighJump, or equivalent — including cycle count, putaway, and inventory adjustment modules.
Strong ERP experience (SAP WM/EWM, Oracle/NetSuite, Microsoft Dynamics) for posting receipts, adjustments, and transfer transactions.
Advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, data cleaning) for inventory analysis and reporting.
Familiarity with barcode/RFID systems, handheld scanners, and label printing workflows; ability to troubleshoot scanning exceptions.
Working knowledge of inventory control methodologies: cycle counting, physical inventory, FIFO/FEFO, ABC/XYZ analysis, safety stock calculations.
Basic data analysis and query skills (SQL or reporting tools) to extract transaction histories and reconcile discrepancies.
Experience with inventory reconciliation, audit preparation, and financial close support for inventory balancing and adjustments.
Understanding of lot/serial number traceability, expiration management, and quarantine procedures in regulated industries.
Ability to use inventory forecasting tools or collaborate with demand planners to inform reorder points and replenishment.
Familiarity with OSHA, DOT, and hazardous materials handling requirements as related to warehouse operations.

Soft Skills

Meticulous attention to detail and high standards for data accuracy and process compliance.
Strong analytical and problem-solving aptitude with the ability to identify root causes and drive corrective actions.
Effective communication skills to partner with procurement, operations, finance, 3PLs, and vendors.
Ability to prioritize competing tasks in a fast-paced warehouse environment and meet tight deadlines.
Leadership and coaching skills to train staff and sustain process discipline across shifts.
Customer-service orientation when supporting internal stakeholders and external clients.
Adaptability to system changes and continuous improvement mind-set (Lean/Kaizen experience a plus).
Integrity and commitment to maintaining audit trails and compliant inventory records.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED (required)

Preferred Education:

Associate's or Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Operations Management, or related field (preferred)

Relevant Fields of Study:

Supply Chain Management
Logistics and Transportation
Business Administration
Operations Management
Industrial Engineering

Experience Requirements

Typical Experience Range: 2–5 years of progressive experience in inventory control, warehouse operations, or logistics roles.

Preferred:

3+ years specifically managing cycle count programs, reconciliations, and WMS/ERP inventory transactions.
Prior experience in multi-site inventory control, retail/distribution, manufacturing, or 3PL environments.
Demonstrated success improving inventory accuracy and reducing shrink through process changes and staff training.