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Key Responsibilities and Required Skills for Warehouse Materials Coordinator

💰 $40,000 - $60,000 / year

LogisticsSupply ChainWarehouse Operations

🎯 Role Definition

The Warehouse Materials Coordinator is responsible for the accurate flow, storage and control of raw materials, components and spare parts across manufacturing and distribution operations. This role coordinates receiving, inspection, put-away, replenishment, cycle counting, and material staging to support production schedules and customer orders. The Coordinator enforces inventory accuracy, drives process improvements, and acts as the liaison between purchasing, production, shipping, and suppliers to minimize stockouts, reduce excess, and optimize working capital.

Key SEO / LLM phrases: warehouse materials coordinator, inventory control, materials handling, WMS, ERP, cycle count, Kanban, MRP, shipping & receiving, supplier coordination, production support, logistics.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Materials Handler
  • Inventory Clerk / Stockroom Clerk
  • Shipping & Receiving Specialist

Advancement To:

  • Inventory Control Supervisor / Materials Supervisor
  • Production Materials Manager / Supply Chain Coordinator
  • Logistics Manager / Operations Manager

Lateral Moves:

  • Purchasing Coordinator / Buyer
  • Production Planner / MRP Planner
  • Quality Inspector / Supplier Quality Coordinator

Core Responsibilities

Primary Functions

  • Oversee day-to-day materials control activities: receive, inspect, label, and put-away inbound materials using WMS or ERP; ensure 100% traceability and correct bin locations.
  • Coordinate and prioritize material staging and kitting for production lines to meet daily production schedules and reduce line shortages.
  • Perform and manage regular cycle counts and physical inventories; investigate and resolve discrepancies, update system records, and implement corrective actions to improve inventory accuracy.
  • Maintain and reconcile inventory records in ERP/WMS (e.g., SAP, Oracle NetSuite, Manhattan) including lot numbers, serials, expiration dates and shelf life controls.
  • Execute inbound logistics coordination: schedule carriers, prepare receiving paperwork (BOL, packing lists), inspect deliveries for damage, and initiate claims or returns with suppliers.
  • Manage outbound material movements and vendor returns, including RMA processing, root-cause documentation, and exception handling to protect company assets.
  • Implement and maintain FIFO/LIFO, batch, and expiration controls to minimize obsolescence and spoilage for perishable or regulated materials.
  • Operate RF scanners, barcode systems, and handheld devices to support accurate scanning, cycle counts and real-time inventory visibility.
  • Maintain Kanban and replenishment systems; trigger pull signals and communicate replenishment needs to Purchasing or Suppliers to meet takt time.
  • Monitor inventory KPIs (accuracy, turns, days on hand, fill rate) and prepare weekly/monthly reports for operations and purchasing teams.
  • Support MRP runs and interpretation of exception messages; coordinate with planners and procurement to resolve material shortages and expedite critical parts.
  • Develop and enforce standard operating procedures (SOPs) and work instructions for receiving, storage, picking, packing and inventory control functions.
  • Coordinate hazardous material handling and storage in compliance with regulatory requirements (OSHA, DOT), maintain SDS access, and ensure proper labeling and segregation.
  • Lead or participate in root-cause analyses for inventory discrepancies, stockouts, and logistics failures; implement corrective and preventive actions (CAPA).
  • Train, coach and mentor warehouse staff on material handling best practices, safety procedures, and system transactions to improve performance and reduce errors.
  • Manage cycle count schedules, assign count teams, validate results, and lead reconciliation meetings with stakeholders to close variances.
  • Support supplier performance management by tracking on-time deliveries, quality rejects, and return rates; escalate trends to procurement and supplier quality.
  • Coordinate with transportation providers to optimize inbound routing, reduce expedited freight costs, and ensure compliance with delivery windows.
  • Maintain spare parts inventory for maintenance teams, prioritize critical spares, and support predictive maintenance stocking strategies.
  • Prepare documentation for audits (internal, external, regulatory) and support corrective action responses related to material control and traceability.
  • Drive continuous improvement and Lean/6S initiatives focused on storage density, pick-path efficiency, cycle time reduction and waste elimination.
  • Manage small inventory projects including bin reorganization, layout changes, and shelf/cage allocation to maximize space utilization and safety.

Secondary Functions

  • Support ad-hoc inventory analysis, trend reporting and forecasting to help purchasing and production plan for seasonal demand changes.
  • Contribute to ERP or WMS implementation and configuration projects by validating material master data, locations, and transactional flows.
  • Assist in developing vendor-managed inventory (VMI) or consignment programs and liaise with suppliers to reduce lead time and buffer stock.
  • Participate in cross-functional continuous improvement teams to standardize processes and improve material throughput.
  • Maintain and update material master data, BOM tags, and storage attributes to ensure accurate system-driven replenishment.
  • Support safety programs, perform routine inspections of storage areas and equipment, and coordinate forklift certification and training.
  • Assist quality and engineering teams with material disposition for non-conforming items and coordinate quarantine procedures.
  • Provide backup support for shipping/receiving functions during peak periods and manage temporary resource allocation.
  • Help develop and deliver training materials and onboarding programs for new warehouse staff focused on inventory control systems and process compliance.
  • Coordinate special projects such as capacity expansions, cross-dock events, and emergency replenishment during production disruptions.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Warehouse Management Systems (WMS) and ERP systems such as SAP MM/WM, Oracle NetSuite, Manhattan, or Infor.
  • Strong inventory management skills: cycle counting, ABC analysis, inventory reconciliation and variance investigation.
  • Experience with MRP processes, Kanban replenishment, and production material staging.
  • Proficient with RF/barcode scanners, mobile terminals, and inventory scanning technologies.
  • Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, conditional formatting) for analysis and reporting.
  • Knowledge of shipping documentation and logistics processes: BOLs, packing lists, ASN, carrier scheduling and freight claims.
  • Understanding of hazardous materials handling (HAZMAT), OSHA compliance and DOT shipping regulations where applicable.
  • Familiarity with Lean, 5S, or Six Sigma methodologies and experience applying continuous improvement tools to warehousing.
  • Ability to create and maintain accurate material master data, lot/serial tracking and shelf-life controls.
  • Experience with cycle count programs and inventory auditing procedures to achieve high accuracy rates.

Soft Skills

  • Strong communication and cross-functional collaboration with purchasing, production, QA and carriers.
  • High attention to detail and accuracy, particularly with numeric data and inventory transactions.
  • Problem-solving and root-cause analysis skills; able to drive corrective actions and sustain improvements.
  • Time management and prioritization skills to handle multiple production-critical demands and tight deadlines.
  • Customer-focused mindset with an emphasis on internal production and external delivery reliability.
  • Leadership and team development skills; comfortable training and mentoring warehouse personnel.
  • Adaptability and resilience in fast-paced, variable-volume environments.
  • Analytical mindset and comfort interpreting KPIs and translating them into operational changes.
  • Negotiation and vendor management skills to escalate and resolve supplier delivery or quality issues.
  • Proactive mindset for safety, continuous improvement, and process standardization.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate's degree or Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Industrial Technology, or related field preferred.
  • Professional certifications preferred: APICS/CPIM, CSCP, CPIM, Six Sigma Yellow/Green Belt, OSHA 10/30.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics / Transportation
  • Business Administration
  • Industrial Engineering / Operations Management

Experience Requirements

Typical Experience Range: 1–5 years of progressive warehouse, inventory control or materials coordination experience.

Preferred: 3+ years of materials coordination or inventory control experience within manufacturing, assembly, or distribution environments with demonstrated proficiency in WMS/ERP systems, cycle count programs, and production support.

Additional preferred qualifications: forklift/PPE certifications, experience with regulated/hazardous materials, and demonstrated success leading process improvement initiatives to improve inventory accuracy and reduce lead times.

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