Key Responsibilities and Required Skills for Warehouse Operations Coordinator

🎯 Role Definition

We are seeking an experienced Warehouse Operations Coordinator to manage day-to-day warehouse activities, drive operational excellence, and ensure accurate and timely movement of inventory. The ideal candidate partners with shipping/receiving, inventory control, transportation providers and cross-functional teams to optimize throughput, enforce safety and quality standards, and continuously improve processes using warehouse management systems (WMS) and data-driven KPIs.

Keywords: Warehouse Operations Coordinator, inventory management, shipping & receiving, WMS, ERP, logistics coordinator, OSHA compliance, KPI reporting, cycle counts, warehouse scheduling.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Material Handler
Shipping & Receiving Clerk
Inventory Control Specialist

Advancement To:

Warehouse Supervisor
Warehouse Manager / Distribution Manager
Operations Manager / Supply Chain Manager

Lateral Moves:

Logistics Coordinator
Inventory Analyst / Supply Chain Analyst

Core Responsibilities

Primary Functions

Oversee inbound receiving operations, ensuring accurate verification of purchase orders, vendor packing lists and Bills of Lading (BOL), and coordinate timely put-away into designated locations in the WMS to maintain inventory accuracy.
Schedule and coordinate outbound shipments with carriers and third-party logistics partners, generate and validate shipping documentation (BOL, commercial invoices, packing lists), and confirm proof of delivery (POD) to meet customer SLA’s.
Manage daily warehouse workload by creating and balancing pick, pack and ship schedules, assigning tasks to floor supervisors and associates to meet production targets and reduce order cycle times.
Lead cycle count and full physical inventory programs, reconcile discrepancies between WMS/ERP and physical counts, investigate root causes and implement corrective actions to improve inventory accuracy.
Maintain and audit inventory control procedures including FIFO/LIFO rotation, lot and serial number tracking, expiration handling for perishable items and quarantine workflows for nonconforming product.
Monitor warehouse KPIs (on-time shipments, order accuracy, dock-to-stock time, inventory accuracy, labor efficiency, picking productivity) and prepare regular performance reports for operations leadership and continuous improvement teams.
Enforce workplace safety and regulatory compliance (OSHA, DOT, hazmat where applicable) through daily safety checks, incident reporting, PPE enforcement and delivering safety training to warehouse staff.
Implement and maintain standard operating procedures (SOPs) for receiving, put-away, picking, packing, returns, cross-dock and staging to standardize processes and minimize errors.
Supervise and train warehouse staff including onboarding, performance coaching, work assignments, daily briefings and temporary staffing coordination during peak periods.
Operate and maintain material handling equipment safely (forklifts, pallet jacks, reach trucks) and manage preventive maintenance scheduling and vendor support for repairs.
Manage returns processing and reverse logistics, inspect returned product, coordinate disposition (restock, refurbish, scrap), update inventory records and process credit memos with finance where needed.
Drive continuous improvement initiatives (Kaizen, 5S, Lean) to reduce waste, optimize layout, improve picking routes and increase overall operational productivity.
Coordinate cross-functional communication between purchasing, customer service, production and transportation to resolve order exceptions, expedite critical shipments and manage backorders.
Maintain accurate data in WMS and ERP systems (NetSuite, SAP, Oracle, Manhattan, or equivalent), perform cycle count adjustments, and ensure transaction integrity for receipts, transfers and shipments.
Plan and execute inbound appointment scheduling and dock management to optimize carrier flow, reduce detention fees and improve dock throughput.
Oversee vendor compliance and container unloading procedures, ensuring vendor-supplied documentation meets company and regulatory requirements and coordinating vendor chargebacks when necessary.
Prepare and manage weekly labor plans and budgetary staffing forecasts; track overtime, temp agency usage and labor efficiency to align workforce with workload demands.
Investigate and resolve inventory shortages, overages and quality issues by leading root cause analyses, collaborating with suppliers and implementing preventive controls.
Ensure packaging, labeling and order accuracy meet customer-specific requirements and regulatory labeling laws, reducing returns and chargebacks.
Facilitate audits by internal and external stakeholders, provide supporting documentation, implement audit recommendations and track closure of corrective actions.
Support seasonal and promotional planning by coordinating capacity planning, temporary workforce onboarding, and space optimization to meet peak volume demands.
Maintain chain-of-custody and secure handling procedures for high-value items and sensitive inventory; implement access controls and periodic spot checks to reduce shrinkage.
Review freight invoices, coordinate with transportation procurement and finance to resolve billing discrepancies and identify opportunities for freight cost savings.

Secondary Functions

Create and update process documentation, training materials and quick reference guides for new and existing staff to improve onboarding and operational consistency.
Support ad-hoc operational reporting and data requests for cross-functional teams, providing timely metrics and root-cause insights.
Collaborate with IT and systems teams to support WMS/ERP configuration changes, RF device rollouts and barcode labeling standards.
Assist supply chain planners and procurement with lead time adjustments and inbound scheduling to improve inventory flow and reduce stockouts.
Participate in continuous improvement and transformation projects, including new site openings, relocations and layout redesigns.
Provide backup support for administrative functions such as purchase order receipt verification, claims documentation and carrier communications.
Act as liaison for vendor and carrier escalation management, resolving service issues and negotiating on-time performance improvements.
Support sustainability initiatives in the warehouse (waste reduction, recyclable packaging, energy-saving logistics).
Help coordinate cross-dock operations and quick-turn staging for expedited customer shipments.
Participate in emergency response planning and business continuity activities for warehouse operations.

Required Skills & Competencies

Hard Skills (Technical)

Warehouse Management Systems (WMS) — experience with systems such as Manhattan, SAP EWM, Oracle WMS, NetSuite, or similar; ability to perform receipts, put-aways, picks, transfers and cycle count transactions.
Enterprise Resource Planning (ERP) integration knowledge — experience reconciling WMS transactions with ERP (SAP, Oracle, NetSuite).
Advanced Microsoft Excel — pivot tables, VLOOKUP/XLOOKUP, data filtering, basic macros for inventory reconciliation and KPI reporting.
RF scanning hardware and barcode labeling — configuration and troubleshooting of handheld scanners and label printers.
Shipping, carrier and freight documentation — Bills of Lading (BOL), commercial invoices, carrier booking and freight audit basics.
Inventory control and cycle counting methodologies — experience running physical counts, reconciliations and root cause analysis for variances.
Forklift and material handling equipment operation knowledge — certification coordination and equipment safety protocols.
Regulatory and safety compliance — OSHA standards, DOT rules, hazmat handling (if applicable), PPE enforcement and incident investigation.
Lean / Continuous Improvement tools — Kaizen, 5S, standard work creation and process mapping.
Basic data analysis and reporting — KPI dashboards, trend analysis and performance variance explanation; familiarity with business intelligence tools a plus (Power BI, Tableau).
Returns and reverse logistics management — disposition workflows and customer/vendor credit coordination.
Knowledge of warehouse slotting and layout optimization principles to improve picking efficiency and reduce travel time.

Soft Skills

Strong leadership and people management — able to coach, motivate and hold staff accountable in a fast-paced environment.
Excellent verbal and written communication — coordinates with vendors, carriers, cross-functional teams and senior leadership.
Problem-solving and analytical mindset — investigates issues, identifies root causes and implements sustainable corrective actions.
Time management and prioritization — balances competing priorities to meet customer SLAs and daily throughput goals.
Attention to detail and accuracy — minimizes shipping errors and maintains inventory integrity.
Adaptability and resilience — manages changing priorities during peak season, system outages or supply chain disruptions.
Customer-focused orientation — ensures on-time, accurate shipments and responds proactively to customer escalations.
Collaboration and cross-functional influence — partners with procurement, planning and customer service to achieve shared goals.
Conflict resolution and negotiation skills — manages carrier and vendor disputes effectively.
Continuous improvement mentality — embraces change and drives incremental gains in efficiency and quality.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent required.

Preferred Education:

Associate's degree or Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Industrial Engineering or related field preferred.

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

2 – 5 years of progressive warehouse operations experience with demonstrated supervisory or coordinator-level responsibilities.

Preferred:

3 – 7 years of experience in warehousing, distribution or logistics, including hands-on experience with WMS, inventory control, shipping/receiving and continuous improvement initiatives. Prior experience coordinating third-party logistics (3PL) or multi-site operations is a plus.