Material Coordinator

This is a Materials Coordinator position that is responsible for coordinating and expediting the flow of materials, parts, and assemblies according to production and shipping schedules.

Position Responsibilities

The Material Coordination position is responsible for order processing, shipping, inbound material, after hours support, inventory control, maintaining clean warehouse work areas, packaging materials, equipment maintenance, International Shipping, and Service support. The position plays a key role in internal and external customer service in regard to inbound and outbound material.

Responsibilities include but are not limited to:

• Processing all sales order shipments in an efficient and timely manner. A timely manner is within 24 hours of receipt of pick ticket or item receipt from an inbound purchase order.
• Verifying the quantity and the description of the material being shipped matches what is printed on the packing slip.
• Ensure all credit card orders are processed before the material is shipped.
• Ensuring that all products and material is shipped to the correct address.
• Responsible for international shipments (inbound and outbound), including preparing packing lists, bills of lading, commercial invoices, and all other required paperwork; arranging and coordinating shipments with carriers; prepares import/export documents and packaging goods in accordance with established procedures and guidelines.
• May need to calculate value of duties and tariffs due on transported goods.
• Familiar with standard concepts, practices, and procedures related to import/export shipments.
• Processing all receipt of goods in an efficient and timely manner. A timely manner is within 24 hours of delivery of material.
• Verifying the quantity and the description of the material being received matches what is printed on the packing slip.
• Advise purchasing of product returns for credit and any discrepancies in shipments for Purchase Orders.
• Providing configuration support prior to shipment
• Assist in managing the Will Call shelf by advising the Inside Sales representative if an order is left on the shelf for more than 5 days.
• Call couriers for pickup as needed, i.e. Hot Shot Delivery, FedEx, DHL, UPS, Freight Lines, etc.
• Ensure all inbound material is promptly and correctly routed, i.e. inbound purchases for orders vs. stock, inbound repairs, parts that should be routed to EPG, office materials.
• Assist in handling of customer sales returns. Inspect returned items for condition and advise if credit can be issued.
• Must support after-hour emergency calls as needed.
• Run mail through postage and drop outgoing mail in the mailbox daily.
• Ensure all work areas are clean and organized including: workstations, packaging area, stock area, dock area, and warehouse staging areas. Areas are to be completely swept and all debris picked up and properly disposed of each day. Boxes that cannot be re-used should be thrown away and empty all trash containers into the outside garbage bin as needed.
• Order an appropriate amount of shipping and office supplies as needed.
• Make sure that boxes, peanuts, crimped brown paper, foam, and other types of packing that can be re-used are neatly organized, stacked, and not allowed to fall on the floor.
• Shipping equipment such as: postage machine, shipping manifest equipment, computer and packing slip printer, Instapak machine and table should be kept clean and in good working order.
• Perform cycle counts on a routine basis as directed by management.
• Research and resolve discrepancies related to inventory.
• Assist with annual physical inventory counts.
• Report inventory discrepancies to management for review and / or adjustment.
• Identify and correct any unsafe conditions in the work environment.
• Any other duties as assigned by management.

Position Requirements

• High School Diploma or equivalent
• Computer literate and proficiency in Windows, E-mail, and an Order Management System.
• The ability to use Microsoft Word and Excel is a plus.
• Ability to use common office equipment: phone, calculator, PC, etc.
• Self-starter that takes an initiative to get the job done, go beyond tasks that are routine, and with little or no direct supervision.
• Excellent communication skills both verbal and written with Customers, Vendors, and Relevant Solutions personnel.
• Desire to provide the highest level of customer service.
• Ability to cross-train into other value-added activities.
• Must be able to prioritize work and keep accurate and detailed records.
• Must have effective analytical, organizational and problem solving skills.
• Ability to follow complex instructions and operating procedures.

Physical Requirements

• Medium work: Exerting up to 50 pounds of force occasionally and/or up to 25 pounds of force constantly to move material for inbound and outbound shipping as well as into inventory.
• Must be able to use dollies and pallet jacks to safely move heavy material when required.
• Must be able safely drive a forklift to load and unload trucks or move material around in the warehouse (training to be provided onsite)
• Must be able to use and maintain Instapak Machine (training to be provided onsite)
• Must have good visual acuity.