Logistics and Inventory Coordinator

The Logistics & Inventory Coordinator is responsible for managing inventory records, supplier documentation, container tracking, freight coordination, customer releases, invoicing, and month-end inventory and cost reconciliation. This role requires strong attention to detail, accuracy across multiple systems, and the ability to manage documentation and financial data related to inbound and outbound materials. Company is located in Chicago 60642 

Key Responsibilities

Inventory & Supplier Documentation

Create and maintain supplier packing lists by referencing prior documents and updating all relevant order, container, and crate information

Verify crate numbers, square footage, and costs against supplier invoices and packing lists

Ensure accuracy and consistency across all inventory-related documentation

Maintain organized digital filing systems following established naming and folder protocols

Container Tracking & Import Processing

Enter supplier invoices into Sage using created packing lists

Update container tracking sheets with shipment, ISF, sail date, departure date, and arrival information

Record tariff costs based on customs broker invoices and reconcile tariff calculations

Coordinate container arrival documentation and file warehouse unloading confirmations

Update inventory cost allocations and remove costs from container tracking upon receipt

Freight Coordination

Solicit freight bids from brokers for FTL, LTL, and partial shipments

Provide accurate shipment details including pickup/dropoff locations, weights, dimensions, and commodity information

Coordinate with brokers, warehouses, and internal teams to ensure timely shipment execution

Customer Releases & Order Fulfillment

Manage inventory offers and releases to customers, tracking availability and allocation status

Process customer purchase orders and prepare packing lists and release documents

Coordinate shipment documentation based on whether freight is arranged internally or by the customer

Distribute finalized PDFs to warehouses, carriers, customers, and internal stakeholders

Customer Invoicing & Cost of Goods Sold (COGS)

Create and process customer sales invoices in Sage

Enter job numbers, customer PO references, ship dates, pricing, and GL allocations

Calculate and record costing for each invoice

Maintain COGS records, remove sold inventory from inventory spreadsheets, and update GL entries

Communicate COGS documentation to internal finance stakeholders

Month-End & Financial Support

Perform month-end inventory rollovers and reconcile sold materials

Confirm inventory balances with warehouses and VMI customers

Identify and resolve inventory and prepaid account discrepancies

Generate job and inventory summary reports in Sage

Follow up with vendors regarding outstanding invoices

Systems & Tools Used

Sage accounting software

Excel (inventory tracking, container tracking, cost calculations)

Shared network drives (M Drive) with structured filing protocols

Email communication with vendors, brokers, warehouses, and customers

Required Skills & Qualifications

Strong attention to detail and data accuracy

Experience with inventory management, logistics, or supply chain coordination

Proficiency in Excel and accounting or ERP systems (Sage preferred)

Ability to manage multiple documents, deadlines, and workflows simultaneously

Clear written communication and professional email etiquette

Understanding of freight types (FTL, LTL, partials) and basic import logistics

Requirements 

3-5 years experience in logistics 

Experience with customs documentation and tariff calculations

Prior exposure to cost accounting or inventory reconciliation

Familiarity with warehouse operations and freight brokerage coordination