Key Responsibilities and Required Skills for Warehouse Systems Coordinator

🎯 Role Definition

The Warehouse Systems Coordinator manages, configures, and supports warehouse software and automation tools (WMS, RF/scan systems, barcode printing, EDI, and ERP integrations) to optimize pick/pack/ship processes, improve inventory accuracy, and enable real-time operational decision-making. The role partners with operations, IT, and vendors to deliver system enhancements, lead testing and training, and provide tier-two troubleshooting for system and process incidents.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Supervisor with strong system familiarity (RF/WMS user)
Inventory Control Analyst or Logistics Analyst
IT Business Analyst with supply chain exposure

Advancement To:

Warehouse Systems Manager / WMS Manager
Supply Chain Systems Analyst / Senior Systems Analyst
Manager of Distribution Operations or Director, Warehouse Automation

Lateral Moves:

Inventory Manager
Process Improvement or Continuous Improvement Specialist
Logistics/Transportation Planner

Core Responsibilities

Primary Functions

Administer and maintain the Warehouse Management System (WMS), including user profiles, task rules, putaway and replenishment logic, wave and batch processing, and system configuration changes to support changing business needs.
Investigate inventory discrepancies by analyzing system transactions, cycle count results, and physical inventory adjustments, then implement corrective actions to improve accuracy and reduce shrink.
Lead or participate in WMS upgrades, patches, and release deployments: build test scripts, execute system testing (UAT), validate results, coordinate cutover activities, and produce rollback plans.
Configure and maintain RF/mobile data terminals, barcode scanners, label printing templates, and middleware to ensure reliable data capture and smooth operator workflows on the warehouse floor.
Act as the primary point of contact between operations and IT/vendors for WMS-related incidents and enhancement requests; triage and prioritize tickets, define requirements, and manage vendor/IT change requests to completion.
Build, maintain, and distribute accurate operational reports and dashboards (KPIs such as order accuracy, lines per hour, on-time shipments, pick density, and inventory turns) using SQL, Excel, Power BI or Crystal Reports to enable data-driven decisions.
Design and document standard operating procedures (SOPs) and work instructions for WMS processes, RF workflows, and exception handling; keep documentation current with system changes and process improvements.
Support go-live activities for new sites, processes, or automation (conveyor, sortation, AS/RS) by configuring warehouse templates, mapping interfaces, testing integrations, and training end users.
Troubleshoot and resolve system issues affecting fulfillment (picking, packing, shipping) including order holds, allocation errors, containerization issues, and EDI failures; provide root cause analysis and corrective/preventive actions.
Configure and validate integrations between WMS and ERP/OMS/TMS (e.g., SAP, Oracle, Manhattan, JDA) and third-party systems through EDI, API, or middleware (e.g., SFTP, web services, MFT).
Monitor system performance and data integrity (transaction latency, queue backlogs, duplicate transactions) and coordinate fixes with IT infrastructure and vendor support to maintain SLA compliance.
Manage security and access control within the WMS: create and audit user roles, permission matrices, and segregation of duties to ensure compliance and operational continuity.
Participate in continuous improvement initiatives: analyze process bottlenecks using root cause analysis, value stream mapping, or Lean Six Sigma techniques and recommend WMS configuration changes or procedural updates to increase throughput and reduce errors.
Conduct training sessions and create training materials for operators, supervisors, and new hires on WMS functionality, RF workflows, picking strategies, and exception processes to ensure high adoption and competency.
Implement and maintain automated order allocation strategies, replenishment thresholds, and slotting recommendations to optimize stock placement and picking efficiency across zones and SKU profiles.
Coordinate with carriers and 3PL partners to ensure shipment data, manifests, and carrier integrations are properly formatted and transmitted; troubleshoot carrier EDI or manifest exceptions that impact delivery performance.
Lead or support cycle count and physical inventory programs by generating count lists, resolving count variances, and updating system locations to maintain inventory integrity.
Maintain product master data within the WMS and related systems (UOM, dimensions, handling codes, Lot/Serial tracing) and ensure proper linkage to ERP/OMS masters to avoid transactional errors.
Analyze throughput and labor performance data to recommend staffing levels, shift patterns, and resource allocation changes; support capacity planning for peak seasons or promotions.
Drive compliance with regulatory and safety requirements by ensuring system-enforced controls (e.g., lot/expiry tracking, hazardous materials flags) are implemented and adhered to in daily operations.
Manage small-to-medium sized projects (WMS configuration projects, module rollouts) including scope definition, timeline, resource coordination, risk mitigation and stakeholder communication.

Secondary Functions

Provide ad-hoc reporting and exploratory analysis to support operations management, finance, and procurement with inventory aging, SKU velocity, and slow-moving SKU insights.
Collaborate with IT and data teams to translate business requirements into technical specifications, mapping out data flows, fields, and transformation rules for new integrations.
Participate in sprint planning and agile ceremonies for system enhancement projects; provide acceptance criteria and test cases from an operations perspective.
Support development of test environments and data refresh activities to ensure realistic UAT and regression testing for WMS changes.
Assist in vendor evaluation and selection by documenting functional requirements, participating in RFPs, and conducting feature-fit analyses for potential WMS or automation tools.
Act as subject matter expert for ad-hoc process pilots (e.g., new picking technology, voice, pick-to-light) and capture lessons learned for broader rollouts.
Provide second-level support for helpdesk escalations related to WMS, RF devices, label printers, and integration issues during critical operational windows.

Required Skills & Competencies

Hard Skills (Technical)

Strong experience with Warehouse Management Systems (WMS) such as Manhattan, SAP EWM, Oracle WMS, JDA/Blue Yonder, or HighJump — including configuration, user administration, and testing.
Proficient in RF/mobile device setup, barcode labeling standards (GS1), and maintaining label templates and printers (Zebra, SATO).
Working knowledge of ERP integration concepts (SAP, Oracle) and real-time interfaces (EDI, web services, APIs, SFTP).
SQL query writing for data extraction, report-building, troubleshooting transactions, and validating inventory records.
Hands-on experience with reporting and BI tools such as Power BI, Tableau, or Crystal Reports to create operational dashboards and KPI reports.
Familiarity with middleware and integration platforms (e.g., MuleSoft, Dell Boomi, IBM Sterling) and message formats (EDI 204/856/945, XML, CSV).
Understanding of inventory control practices: cycle counting, physical inventory, lot/serial control, FIFO/FEFO processes, and shrink mitigation tactics.
Knowledge of warehouse automation components (conveyor, sortation, AS/RS, pick-to-light, voice solutions) and how they interface with WMS.
Basic scripting or Excel automation skills (VBA, macros) to streamline repetitive data tasks and build automated reconciliation tools.
Experience with change management, UAT test planning, and release management for system updates in a production environment.
Familiarity with shipping/carrier systems and manifesting tools (UPS, FedEx, DHL integrations) and shipment cost validation processes.

Soft Skills

Strong analytical and problem-solving skills with the ability to synthesize operational data and drive to root cause and corrective action.
Excellent verbal and written communication skills for cross-functional collaboration with operations, IT, vendors, and senior stakeholders.
Customer-focused: ability to translate frontline operational needs into pragmatic system requirements and prioritized solutions.
Project management aptitude with experience managing small-to-medium projects, timelines, and stakeholder expectations.
Adaptability and composure under pressure during high-volume periods and go-live events.
Attention to detail and commitment to data integrity and documentation standards.
Training and coaching skills to upskill warehouse teams and encourage consistent use of systems and processes.
Collaborative mindset with strong interpersonal skills to build partnerships across supply chain, procurement, and IT teams.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; relevant technical certifications are valued.

Preferred Education:

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

Relevant Fields of Study:

Supply Chain Management
Logistics & Distribution
Information Systems / Computer Science
Industrial or Systems Engineering

Experience Requirements

Typical Experience Range:

3–7 years of combined warehouse operations and systems experience.

Preferred:

5+ years administering WMS or related warehouse systems with proven success in configuration, troubleshooting, and project execution.
Prior experience supporting multi-site or high-volume distribution centers and working directly with operations leadership during peak seasons or rollouts.
Certifications such as Lean Six Sigma (Green Belt), APICS/CPIM, or vendor-specific WMS certifications are a plus.