Fulfillment Coordinator

The Fulfillment Coordinator is an entry-level, on-site role responsible for supporting the daily fulfillment, shipping, inventory, scanning, and administrative operations of the organization. DecisionHR processes thousands of payroll checks each week, and this role is a critical part of ensuring those packages leave accurately, on time, and in the right hands. The Fulfillment Coordinator works closely with Payroll, Client Services, Operations, and external vendors to maintain efficient workflows and a high level of internal and client service. This role requires exceptional attention to detail — particularly the ability to notice when something looks off with payroll packages, check amounts, or shipment quantities — strong organizational skills, and clear, professional communication across departments. Essential Functions Payroll Package Preparation & Quality Control Prepare, package, and distribute payroll packets, live checks, reports, and client materials according to established daily and weekly schedules. Carefully review payroll packages for accuracy before distribution — flagging discrepancies such as incorrect check counts, mismatched client labels, unusual dollar amounts, or anything that appears out of the ordinary. Utilize color-coded spreadsheets and departmental tracking tools to organize, prioritize, and confirm fulfillment activity across multiple clients and payroll cycles simultaneously. Escalate any concerns about payroll package integrity, client materials, or shipment discrepancies to the Fulfillment Supervisor immediately. Shipping & Mail Operations Process incoming and outgoing mail, overnight deliveries, and shipments using approved carriers (Metro carrier, FedEx, USPS) and tracking systems. Coordinate shipping activities to ensure on-time delivery of time-sensitive payroll materials. Maintain accurate shipping logs and fulfillment documentation; track delivery confirmations and resolve carrier exceptions in coordination with the Supervisor. Troubleshoot basic shipping and fulfillment issues; escalate unresolved concerns to the Fulfillment Supervisor promptly. Inventory & Supply Management Monitor and maintain inventory levels for checks, envelopes, office supplies, shipping materials, and department equipment; alert the Supervisor when stock needs to be replenished. Maintain accurate inventory records using tracking spreadsheets and departmental tools; conduct routine counts to verify stock levels. Assist with vendor communications related to shipping supplies, equipment maintenance, and delivery services. Scanning, Filing & Documentation Assist with scanning, electronic filing, and document management projects; ensure all records are organized, labeled, and retrievable. Maintain a clean, organized, and efficient fulfillment workspace at all times. Provide excellent internal customer service while working with multiple departments including Payroll, Client Services, and Operations. Support special projects and department initiatives as assigned. Follow company policies and procedures required to comply with applicable data privacy and confidentiality requirements, including but not limited to SOC controls and HIPAA Privacy and Security regulations. Other duties and responsibilities as assigned. This is a fully on-site role operating in a professional fulfillment and office environment. The workspace includes mailroom and shipping areas, and the employee will regularly interact with printers, postage equipment, scanners, and shipping systems. A clean and organized work area is essential to this role. Physical Demands While performing the duties of this job, the employee is regularly required to stand, walk, bend, and lift materials up to 25 lbs. The employee frequently operates a computer, scanner, postage equipment, and other office machinery. The person in this position must be able to inspect documents and check packages for accuracy and must be able to remain attentive and detail-oriented throughout high-volume processing periods. Ability to walk up and down stairs frequently Position Type/Expected Hours of Work This position is a full time 40 hours per week position working in the office five days a week Monday through Friday. The hours are 8:00am to 5:00pm. Must be flexible with work schedule to meet business needs. Required Education and Experience High school diploma or GED. 1–3 years of administrative, shipping, fulfillment, warehouse, logistics, or office support experience. Exceptional attention to detail — must be able to notice inconsistencies in check quantities, client labels, package contents, and shipping records. Strong organizational skills with the ability to manage multiple priorities and meet strict deadlines in a high-volume processing environment. Strong written and verbal communication skills; able to clearly communicate discrepancies, status updates, and questions across internal departments. Proficiency with Microsoft Outlook, Word, and Excel including the ability to work with color-coded spreadsheets and basic tracking tools. Ability to maintain discretion and confidentiality when handling payroll checks and sensitive client materials. Preferred Education and Experience Experience in a payroll, PEO, HR, financial services, or professional services environment. Hands-on experience with UPS, FedEx, and/or USPS shipping platforms and carrier portals. Experience with inventory tracking systems and document management tools. Familiarity with postage meters, envelope inserters, or high-volume print/mail equipment. Work Authorization/Security Clearance Must be authorized to work in the United States. #J-18808-Ljbffr