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Key Responsibilities and Required Skills for Warehouse Project Coordinator

💰 $55,000 - $85,000

Supply ChainLogisticsWarehouse OperationsProject Management

🎯 Role Definition

The Warehouse Project Coordinator coordinates projects that improve warehouse performance, introduce new systems or processes, and support site expansions. They translate business requirements into actionable plans, manage project schedules and budgets, coordinate cross-functional teams, and ensure change is delivered with minimal operational disruption. The role requires strong stakeholder management, WMS and ERP familiarity, reporting and KPI tracking, and an emphasis on safety, quality, and continuous improvement.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Supervisor or Lead
  • Logistics Coordinator / Logistics Analyst
  • Operations Analyst or Continuous Improvement Technician

Advancement To:

  • Warehouse Operations Manager
  • Supply Chain Project Manager
  • Senior Program Manager (Logistics / Distribution)

Lateral Moves:

  • Inventory Control Manager
  • Continuous Improvement Specialist
  • Facilities / Asset Manager

Core Responsibilities

Primary Functions

  • Lead end-to-end warehouse projects from initiation through closeout, including scoping, requirements gathering, risk assessment, schedule development, resource allocation, and formal project handover to operations; ensure projects meet scope, schedule, budget, and quality targets.
  • Serve as the single point of contact for cross-functional project teams (operations, IT, procurement, HR, safety, vendors), facilitating communication, resolving conflicts, and maintaining alignment on milestones, deliverables, and dependencies.
  • Plan and manage WMS (Warehouse Management System) configuration changes and system rollouts by creating implementation plans, coordinating user acceptance testing (UAT), managing data migrations, and organizing go-live support and hypercare activities.
  • Develop detailed project schedules, Gantt charts, and RACI matrices; proactively monitor timelines, escalate blockers, and adjust plans to keep multiple concurrent projects on track.
  • Manage project budgets and cost tracking, including preparing estimates, monitoring spend against plan, approving purchase orders, and documenting budget variances and mitigation strategies.
  • Conduct warehouse layout design and slotting optimization projects using throughput and SKU velocity data; create drawings, scope material handling requirements, and coordinate with engineering and vendors for racking, conveyors, and mezzanine installations.
  • Coordinate contractor and vendor selection and performance, including RFQs/RFPs, contract review, on-site coordination, quality control, and safety compliance; ensure vendors meet SLAs and project milestones.
  • Drive process improvement initiatives using Lean and Six Sigma principles to reduce cycle times, eliminate waste, and increase picking/receiving accuracy; lead kaizen events and implement standardized work.
  • Create and maintain detailed project documentation—project charters, requirements documents, test scripts, installation and cutover plans, training materials, and post-implementation reviews—to ensure traceability and knowledge transfer.
  • Develop and maintain dashboards and KPI reports (OTIF, receiving cycle time, putaway rate, pick accuracy, inventory variance) using Excel, Power BI or Tableau to provide real-time project impact and operational status to stakeholders.
  • Lead readiness assessments and change management activities prior to go-live, including communications plans, role-based training schedules, SOP updates, and contingency planning to minimize operational disruption.
  • Coordinate inventory moves, cycle count plans, and freeze periods for major system or infrastructure changes; work with inventory control to reconcile discrepancies and validate counts post-change.
  • Manage safety and compliance requirements for projects, ensuring all work meets OSHA, local regulatory, and company safety standards; coordinate toolbox talks, JSA reviews, and site safety audits during projects.
  • Facilitate regular project status meetings and steering committee updates, produce executive summaries and decision logs, and provide transparent issue escalation and resolution paths.
  • Execute pilot programs for new technologies (RF devices, voice picking, automation cells), including defining pilot success criteria, selecting pilot SKUs and zones, collecting performance data, and recommending enterprise rollouts.
  • Support warehouse expansion and relocation projects: develop phasing plans, resource and equipment needs, cutover sequencing, and stakeholder communication to maintain continuity of service.
  • Conduct root cause analysis for operational incidents or KPI deviations using data analysis and gemba walks; define corrective actions, assign ownership, and track closure.
  • Coordinate training and SOP adoption across shifts, creating competency checklists and working with HR and site leads to ensure consistent execution and continuous reinforcement.
  • Collaborate with procurement and finance to manage capital project procurement, vendor contracts, asset tagging, and capitalization documentation for fixed assets installed during projects.
  • Plan and coordinate equipment installations and decommissioning (racking, conveyors, sorters, scanners), including site readiness checks, utility coordination, equipment testing, and handover to maintenance/operations teams.
  • Prepare post-implementation reviews and lessons-learned documents to capture performance against objectives, identify improvement opportunities, and update standard processes for future projects.
  • Monitor and enforce data integrity standards for inventory and system master data, partnering with master data teams to correct SKU attributes, locations, and unit-of-measure discrepancies that affect project outcomes.

Secondary Functions

  • Support operational leaders with ad-hoc analytics and root-cause reports to inform process changes and tactical decisions.
  • Assist continuous improvement teams by facilitating improvement workshops and maintaining action-tracking logs until closure.
  • Contribute to the organization's warehouse technology roadmap by evaluating new solutions, providing business case inputs, and supporting proof-of-concept trials.
  • Collaborate with business units to translate operational requirements into technical specifications for IT and WMS teams.
  • Maintain and update SOP libraries, training materials, and procedural documentation after each project to reflect current best practices.
  • Participate in safety committees and support internal and external audits by providing required project documentation, test evidence, and corrective action plans.
  • Coordinate with HR to support staffing plans, shift changes, and temporary labor needs during project peaks or go-lives.
  • Provide on-site support during go-live windows and peak seasons, acting as a liaison between operations and technical teams for quick resolution of issues.
  • Help maintain vendor performance scorecards and support procurement in vendor performance reviews and contract renewals.
  • Assist in scoping and managing small capital projects and ad-hoc facility improvements that fall outside major project portfolios.

Required Skills & Competencies

Hard Skills (Technical)

  • Project management: project planning, scheduling, resource management, risk mitigation, change control, and closeout; experience with MS Project, Smartsheet, or similar tools.
  • Warehouse Management Systems (WMS): hands-on experience with WMS configuration, testing, cutover, and troubleshooting (e.g., Manhattan, Blue Yonder, Oracle WMS, HighJump).
  • ERP integration knowledge: experience coordinating WMS <> ERP data flows (SAP, NetSuite, or equivalent) and managing master data impacts.
  • Data analysis and reporting: advanced Excel (pivot tables, VLOOKUP/XLOOKUP, macros), SQL basics, and experience building dashboards in Power BI or Tableau.
  • Inventory control and cycle counting methodologies, reconciliation processes, and variance investigation.
  • Material handling and equipment familiarity: conveyors, sorters, AS/RS, RF terminals, barcode systems, and automation interfaces.
  • Budgeting and cost-control: capital and OPEX tracking, vendor invoicing, and variance reporting.
  • Quality and compliance: working knowledge of safety regulations (OSHA), quality standards, and audit practices in distribution environments.
  • Lean / Continuous Improvement tools: Kaizen, 5S, root cause analysis, value stream mapping.
  • Technical documentation: writing functional specs, test scripts, SOPs, training guides, and post-implementation reports.
  • Contract and vendor management: writing scopes, evaluating bids, tracking SLAs, and managing vendor delivery.
  • Basic knowledge of network and IT dependencies for system rollouts, including understanding of WLAN, barcode device provisioning, and integration testing.

Soft Skills

  • Strong stakeholder management and cross-functional collaboration; ability to influence and align diverse teams.
  • Excellent verbal and written communication skills; experienced in preparing executive summaries and leading status meetings.
  • Analytical and data-driven mindset with strong problem-solving skills and attention to detail.
  • Adaptability and resilience in dynamic, high-volume operational environments and during peak seasons or go-lives.
  • Time management and prioritization skills to manage multiple concurrent projects and requests.
  • Leadership and facilitation skills for workshops, training sessions, and kaizen events.
  • Customer-focused orientation, balancing operational requirements with business objectives and end-customer expectations.
  • Negotiation and conflict resolution skills when coordinating with vendors, contractors, and internal stakeholders.
  • Proactive mindset with a bias for action and continuous improvement.
  • Collaborative coaching and mentoring style to upskill operators and supervisors on new processes and systems.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Industrial Engineering, or equivalent experience.

Preferred Education:

  • Bachelor's degree plus project management certification (PMP, CAPM) or Lean Six Sigma (Green/Black Belt) certification.

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

  • 3–7 years in warehouse operations, logistics, or supply chain roles with demonstrated project coordination experience.

Preferred:

  • 5+ years leading warehouse projects or continuous improvement initiatives, proven track record with WMS implementations or system upgrades, experience working with automation vendors and cross-functional project teams, and demonstrated ability to deliver projects on time and within budget.
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