Inventory Coordinator

Job Description

Job Description

This position is reserved for individuals who have experience with inventory and packaging.  

The Inventory Coordinator owns wholesale fulfillment from the moment finished cases enter inventory to the moment an order leaves the building and is closed out. The role is the connection point between wholesale and back of house: Apex and Metrc inventory accuracy, order build and QC, delivery scheduling and routing, transfer manifests and order status.

• Daily Apex and Metrc reconciliation against physical counts; investigate and correct variances.
• Weekly CPG inventory checks.
• Monthly CPG inventory audits.
• Receive packaging QC handoffs of finished, case-packed goods and add them to Apex as cases.
• Maintain batch visibility in Apex: one live batch per SKU, older batches locked and released in order.
• Final QC check with drivers at the fulfillment handoff.
• Maintain non-cannabis and shipping supply inventories; initiate orders and track status.
• Review the Accepted order queue daily and set the build order by order date and target ship week.
• Print pick lists; pick and pull whole cases by package tag.
• QC #1: verify tag, batch, harvest and expiration dates, potency and case labels against the order.
• Count cases per line and verify case integrity; present orders to the supervisor for QC #2 second-person verification.
• Move completed orders to the ready-to-ship location, physically and in Metrc.
• Generate the invoice and flag the order ready to ship; notify the wholesale rep.
• Contact dispensary receiving contacts to schedule delivery dates and windows; set the delivery date in Apex.
• Build routes to the standard: 2 hours budgeted per stop, 2–3 stops per driver-day, drivers back before dusk, 10-hour day maximum.
• Assign drivers and vehicles for supervisor and manager approval.
• Create Metrc transfer manifests and assemble the paperwork packet: manifest, invoice, COAs and driver checklist.
• Run the driver handoff recount and sign off on custody transfer; mark orders In Transit the day of delivery.
• Publish and maintain the delivery calendar; keep dispensary receiving notes current (hours, contacts, receiving quirks).
• Receive rejected product back into inventory and reconcile Metrc; notify the wholesale rep of the rejection and reason.
• Mark orders Delivered and file signed manifests and invoices.
• Reconcile delivered against invoiced with finance.
• Keep all records inspection-ready and consistent with Kentucky OMC requirements and company SOPs.
• Review driver logs and flag issues to the supervisor.
• Attend fulfillment touch bases 2–3 times per week; run the agenda and notes.
• Serve as the day-to-day point of contact between wholesale and back of house on order status.
• Escalate delays, shorts, rejections and capacity problems to the BOH Supervisor.
• Report monthly delivery metrics: on-time percentage, rejections, stops per day, audit findings.

Required Qualifications 

• 1+ year warehouse, inventory, or fulfillment experience 

• Proficiency with inventory or WMS software; comfort with spreadsheets 

• High accuracy and attention to detail 

• Must pass Kentucky cannabis agent background check 

Preferred Qualifications 

• Cannabis inventory experience 

• Experience with METRC or similar tracking systems 

Physical Requirements & Working Conditions 

• Standing, walking, bending throughout shift 

• Lift up to 50 lb 

• Work in warehouse and vault environments 

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