What are the responsibilities and job description for the Warehousing Operations Coordinator position at Con-Tra America Corp.?
Company: Con-Tra America
Department: Logistics & Warehousing
Reports to: Logistics Operations Supervisor / Management
Employment Type: Full-Time
Con-Tra America is seeking a detail-oriented and proactive Warehousing Operations Coordinator to oversee and coordinate daily warehouse activities, ensuring the accurate management of inbound and outbound shipments, inventory records, customer requirements, and warehouse-related documentation.
This role serves as a key point of contact between Con-Tra America, warehouse partners, trucking companies, customers, and internal logistics teams. The successful candidate will ensure that all warehouse operations are properly scheduled, accurately recorded, and completed in accordance with established procedures, service expectations, and cost-control requirements.
The ideal candidate is organized, solution-oriented, comfortable managing multiple priorities, and committed to maintaining high operational standards and customer satisfaction.
- Coordinate and monitor all inbound and outbound warehouse activities.
- Ensure warehouse appointments are scheduled with a minimum of 48 hours' advance notice, in accordance with company procedures.
- Verify that all required information is provided before scheduling, including purchase orders (POs), supplier details, item codes, pallet configurations, quantities, and shipment documentation.
- Communicate shipment instructions clearly to warehouse operators, trucking companies, and internal teams.
- Monitor scheduled deliveries and pickups to ensure timely execution and promptly address delays, discrepancies, or missed appointments.
- Ensure urgent requests are handled according to established procedures, including applicable rush fees where required.
- Monitor inventory movements and ensure all inbound receipts, outbound shipments, and inventory adjustments are accurately recorded in the warehouse management system or applicable tracking tools.
- Verify that inventory quantities, item codes, lot numbers, pallet configurations, and product descriptions match customer instructions and supporting documentation.
- Coordinate with warehouse personnel to investigate inventory discrepancies, missing pallets, damaged goods, and receiving or shipping errors.
- Ensure inventory records are updated promptly and consistently.
- Support inventory reconciliations and periodic stock checks as required.
- Ensure Bills of Lading (BOLs), Proofs of Delivery (PODs), receiving reports, weight sheets, packing lists, and other required documents are obtained and distributed promptly.
- Verify that shipment information is complete and accurate before closing operational files.
- Maintain organized records of inbound and outbound transactions, appointment confirmations, warehouse instructions, and shipment exceptions.
- Ensure customers and internal teams receive timely updates regarding shipment status and any operational issues.
- Follow up with warehouse partners to resolve missing or incomplete documentation.
- Maintain regular communication with warehouse managers and operational personnel.
- Monitor warehouse performance, responsiveness, inventory accuracy, and compliance with agreed procedures.
- Escalate recurring service failures, delays, documentation issues, and inventory discrepancies to management.
- Follow up on corrective actions to ensure that identified issues are resolved and do not recur.
- Support management in evaluating warehouse performance and identifying opportunities to improve service quality and efficiency.
- Serve as a point of contact for warehouse-related inquiries from customers, carriers, suppliers, and internal departments.
- Provide timely, accurate, and professional responses to requests and operational questions.
- Coordinate with the logistics, transportation, sales, and accounting teams to ensure consistent information and smooth shipment execution.
- Proactively communicate potential service disruptions and work toward practical solutions.
- Protect customer relationships by ensuring transparency, accountability, and prompt resolution of operational issues.
- Monitor warehouse-related charges, including receiving, handling, storage, pallet movements, loading, unloading, and special services.
- Verify that charges correspond to the services performed and the applicable customer or warehouse agreement.
- Ensure warehouse transactions and supporting documentation are available for accurate customer billing.
- Identify unapproved charges, duplicate fees, billing discrepancies, and operational errors that may result in financial losses.
- Coordinate with accounting to resolve billing issues and ensure warehouse invoices are processed accurately.
- Apply established policies regarding rush fees, late arrivals, missed appointments, and other applicable accessorial charges.
- Maintain accurate operational trackers and reporting tools, including shipment status, inventory discrepancies, pending documentation, and unresolved warehouse issues.
- Monitor outstanding tasks and follow up until each issue is resolved.
- Identify recurring operational problems and recommend improvements to procedures, communication, and reporting.
- Help standardize warehouse processes to support increasing shipment volumes and business growth.
- Ensure compliance with company policies, customer-specific requirements, and established operating procedures.
- Previous experience in warehousing, logistics, transportation, inventory control, or supply chain operations.
- Knowledge of inbound and outbound warehouse processes, inventory management, and shipping documentation.
- Familiarity with Bills of Lading, Proofs of Delivery, purchase orders, pallet configurations, and warehouse billing.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Ability to manage multiple shipments, deadlines, and priorities simultaneously.
- Proficiency in Microsoft Excel, Outlook, and other operational tracking or warehouse management systems.
- Strong problem-solving skills and the ability to work independently.
- Professional communication skills and a customer-focused mindset.
- Ability to identify operational inefficiencies, control costs, and follow issues through to resolution.
Success in this role will be measured by:
- Accuracy and timeliness of inbound and outbound warehouse coordination.
- Compliance with appointment scheduling and documentation requirements.
- Accuracy of inventory records and shipment information.
- Timely collection of BOLs, PODs, weight sheets, and other required documentation.
- Reduction in warehouse errors, discrepancies, avoidable fees, and billing disputes.
- Responsiveness to customers and internal teams.
- Timely resolution of operational issues and implementation of corrective actions.
- Consistent compliance with company procedures and customer requirements.
The Warehousing Operations Coordinator is expected to take ownership of assigned activities, maintain clear and proactive communication, and ensure that operational issues are followed through to completion.
The role requires a hands-on approach, attention to financial and operational details, and the ability to balance customer satisfaction with compliance, efficiency, and profitability.
The ultimate objective is to ensure that every warehouse transaction is properly planned, accurately executed, fully documented, and managed in a way that protects Con-Tra America's operational standards, financial performance, and customer relationships.