Warehouse Administrative Coordinator

Job Description

Job Description

POSITION SUMMARY

The Warehouse Shipping Coordinator is responsible for providing administrative and operational support to the warehouse, with a strong focus on order processing, invoicing, shipping domestic and exports, fill out Air Will Bills, data entry, customer service, and coordination with the warehouse floor .

This position serves as an important connection between the office and warehouse team, ensuring that customer orders are accurately processed, picked, packed, shipped, invoiced, and closed in a timely manner.

The ideal candidate will have strong administrative and order-processing experience, excellent attention to detail, strong Excel skills, and the ability to work in a fast-paced warehouse environment. The individual must be comfortable communicating with warehouse personnel, monitoring orders throughout the fulfillment process, resolving issues, and providing professional customer service by email and phone.

Experience with FedEx shipping software, shipping documentation, invoicing, billing, ERP/WMS systems, and wholesale distribution is highly preferred.

KEY RESPONSIBILITIES

1. Order Processing & Monitoring

• Monitor customer orders from initial processing through final shipment.
• Review orders for accuracy, availability, customer requirements, and shipping information.
• Coordinate with the warehouse team to ensure orders are released for picking.
• Monitor the status of orders during:
  • Picking
  • Packing
  • Shipping
  • Carrier pickup
• Identify orders that are delayed, incomplete, short, or have other issues.
• Follow up with the warehouse floor to ensure orders are completed on schedule.
• Prioritize urgent or time-sensitive orders.
• Communicate order status and issues to the appropriate departments.
• Ensure orders are properly completed and closed in the system.

Key expectations:

No order should sit unnoticed. The Shipping Coordinator is responsible for monitoring the order flow and identifying problems before they become customer issues.

2. Shipping & FedEx Administration

• Process and monitor shipments using FedEx and other carrier systems.
• Create shipping labels and shipping documentation.
• Verify shipping addresses, service levels, weights, dimensions, and tracking information.
• Monitor daily carrier pickups and shipment completion.
• Review shipment information for accuracy before orders leave the warehouse.
• Track delayed, refused, damaged, or returned shipments.
• Research shipping discrepancies and communicate with carriers when necessary.
• Maintain accurate shipping records.
• Support shipping cost and billing reconciliation.
• Assist with freight and shipping claims.

Experience with FedEx Ship Manager or similar shipping software is strongly preferred.

3. Invoicing & Billing

• Process customer invoices accurately and on time.
• Review orders and shipments to ensure invoices match the products and quantities shipped.
• Verify pricing, discounts, freight, and other applicable charges.
• Identify billing discrepancies and coordinate corrections.
• Assist with shipping billing and freight reconciliation.
• Maintain accurate records of invoices and shipping documentation.
• Work closely with Accounting to resolve billing issues.
• Support month-end invoicing and reconciliation activities.

4. Data Entry & Excel

• Perform accurate and timely data entry.
• Maintain customer, order, shipping, and invoice information.
• Create and maintain Excel spreadsheets and reports.
• Use Excel to track orders, shipments, billing, and operational metrics.
• Perform sorting, filtering, calculations, and basic data analysis.
• Identify discrepancies between system information and physical/shipping documentation.
• Maintain organized electronic and physical records.

Required Excel Skills:

• Sorting and filtering
• Basic formulas
• VLOOKUP/XLOOKUP preferred
• SUMIF/COUNTIF preferred
• Pivot tables preferred
• Data organization and validation
• Basic reporting

5. Warehouse Floor Coordination

This position requires regular interaction with the warehouse team and should not be viewed as a strictly office-based administrative position.

• Communicate directly with pickers, packers, receivers, and shipping personnel.
• Follow up on pending or incomplete orders.
• Confirm product availability and order status.
• Communicate shortages, substitutions, damages, and discrepancies.
• Help coordinate priorities between the office and warehouse floor.
• Escalate operational problems to the Warehouse Manager.
• Maintain clear communication between customer service, warehouse, and operations.
• Support the warehouse team in meeting daily shipping deadlines.

The Coordinator must be comfortable walking onto the warehouse floor, communicating directly with the team, and actively following orders through the fulfillment process.

6. Customer Service

• Respond to customer inquiries professionally and promptly.
• Provide order status, tracking information, invoice information, and shipping updates.
• Investigate customer questions related to shipments and orders.
• Coordinate internally to resolve customer issues.
• Communicate delays or discrepancies professionally.
• Maintain a positive and customer-focused attitude.
• Ensure written communication is clear, professional, and accurate.

 

Customer Service Standard

All customer communications should be:

Professional + Clear + Accurate + Timely + Solution-Oriented

7. Order Accuracy & Quality Control

• Review orders before shipment to identify potential errors.
• Verify quantities, SKUs, customer information, and shipping details.
• Monitor picking and packing discrepancies.
• Document order errors and recurring issues.
• Work with the warehouse team to identify root causes.
• Help reduce:
  • Mis-picks
  • Short shipments
  • Incorrect shipments
  • Billing errors
  • Shipping errors
  • Customer complaints

8. Daily Reporting & Communication

• Prepare daily order and shipping status reports.
• Track orders received, processed, shipped, and pending.
• Identify orders that require immediate attention.
• Communicate daily priorities to the warehouse team as directed by management.
• Provide management with updates regarding order flow and shipping issues.
• Maintain accurate operational records.

9. Problem Solving & Follow-Up

The Coordinator is expected to actively follow issues through resolution.

Examples include:

• Order picked incorrectly
• Product unavailable
• Order waiting for packing
• Shipping label issue
• FedEx pickup problem
• Customer address discrepancy
• Invoice discrepancy
• Short shipment
• Damaged shipment
• Order delayed on the warehouse floor

The expectation is not simply to identify the problem , but to communicate, coordinate, follow up, and help ensure the issue is resolved.

  QUALIFICATIONS

Required

• 2–4+ years of administrative, order-processing, shipping, billing, or warehouse coordination experience.
• Strong data-entry skills.
• Excellent attention to detail.
• Strong organizational and time-management skills.
• Good to advanced Microsoft Excel skills.
• Strong written and verbal communication.
• Professional email communication skills.
• Customer-service-oriented mindset.
• Ability to manage multiple priorities simultaneously.
• Ability to work effectively with warehouse personnel.
• Ability to work in a fast-paced distribution environment.

Preferred

• Experience with FedEx Ship Manager or similar shipping software.
• Experience with invoicing and billing.
• Experience with ERP or WMS systems.
• Experience in wholesale distribution.
• Experience in the pet, aquarium, or specialty-product industry.
• Experience coordinating high-volume customer orders.
• Experience with freight and carrier billing.

CORE COMPETENCIES

The successful candidate should demonstrate:

Attention to Detail
Ability to identify small discrepancies before they become larger problems.

Ownership
Takes responsibility for following orders and issues through completion.

Organization
Able to manage multiple orders, customers, shipments, and priorities simultaneously.

Communication
Communicates clearly and professionally with customers, warehouse employees, management, and other departments.

Customer Focus
Understands that accurate and timely order fulfillment directly impacts customer satisfaction.

Problem Solving
Identifies problems quickly and works with the appropriate team to resolve them.

Warehouse Awareness
Understands that the office and warehouse must operate as one process.

Technology & Data
Comfortable working with Excel, shipping software, ERP/WMS systems, and large amounts of data.

PHYSICAL / WORK ENVIRONMENT

• Primarily office/warehouse environment.
• Regular interaction with the warehouse floor.
• Ability to walk throughout the warehouse during the workday.
• Ability to work around warehouse equipment, pallets, cartons, and shipping operations.
• Must be comfortable working in a fast-paced environment with changing priorities.

SUCCESS IN THIS POSITION

A successful Warehouse Operations & Shipping Coordinator will ensure that:

Orders are processed correctly → picked correctly → packed correctly → shipped on time → invoiced correctly → and communicated professionally to the customer.

The position is critical to maintaining communication and accountability between Customer Service, Operations, Shipping, Accounting, and the Warehouse Floor .

The person in this role should be proactive, detail-oriented, organized, and willing to take ownership of the order process from beginning to end.