Materials Coordinator

Position Purpose:

The Materials Coordinator coordinates inbound and outbound shipments, maintains accurate inventory transactions, and verifies that materials are received in the correct quantity and condition to support manufacturing operations. This position ensures that finished goods are shipped accurately and efficiently in accordance with customer requirements, delivery commitments, transportation guidelines, and cost objectives. The Materials Coordinator is a key contributor to inventory accuracy, supply chain performance, and customer service.

Essential Scope of Duties:

• Maintain accurate and timely inventory transactions in the Enterprise Resource Planning (ERP) system and investigate or escalate discrepancies involving receipts, shipments, transfers, inventory balances, and supporting documentation.
• Coordinate with Production, Materials, Purchasing, Engineering, Customer Service, Quality, and Shipping/Receiving personnel to support material availability, production requirements, shipping priorities, and customer delivery commitments.
• Maintain complete and accurate shipping, receiving, freight, and inventory records in accordance with company record-retention requirements and provide documentation for internal, customer, and regulatory audits.
• Coordinate and prepare documentation for parcel shipments using approved carrier systems, including UPS and FedEx.
• Schedule all Original Equipment Manufacturer (OEM) outbound freight according to customer specifications.
• Route inbound shipments through approved third-party logistics (3PL) providers or other requested transportation methods.
• Coordinate pickup and delivery appointments with carriers, customers, suppliers, third-party logistics providers, and internal departments.
• Monitor carrier performance and communicate service failures, capacity issues, missed pickups, and delivery risks to appropriate personnel.
• Create packing lists and bills of lading in the transportation management system (TMS), record all required shipment information, close completed shipments, and transmit advance ship notices (ASNs) to customers.
• Maintain knowledge of and comply with customer-specific shipping, labeling, packaging, routing, documentation, electronic data interchange (EDI), and ASN requirements.
• Perform routine and specialized processes required for the accurate and timely shipment of finished goods, components, materials, and other company property.
• Select approved carriers and transportation methods in accordance with routing instructions, service requirements, and cost objectives.
• Identify and escalate premium freight, accessorial charges, detention, shipment consolidation opportunities, and other transportation cost concerns.
• Investigate and resolve shipping and receiving discrepancies, including shortages, overages, incorrect parts, damaged freight, delivery errors, missing documentation, rejected shipments, and ASN failures.
• Maintain working knowledge of the transportation processes, modes, equipment, and documentation associated with domestic and international shipments.
• Assist with the preparation, review, and retention of applicable international shipping documentation, including commercial invoices, packing lists, certificates of origin, and other required records.
• Respond to and resolve inquiries involving freight invoices, delivery receipts, proof of delivery, receiving discrepancies, and related shipping documentation.
• Provide data related to on-time shipments, freight costs, premium freight, shipment discrepancies, claims, inventory transactions, and other departmental performance measures.
• Perform assigned duties in accordance with company safety requirements, material-handling procedures, personal protective equipment requirements, and applicable shipping and receiving practices.
• All other duties as assigned.

Education and Training

High school diploma or GED required.

Minimum Qualifications

• Two years of experience in shipping, receiving, logistics, materials, inventory control, customer service, or a related administrative environment is preferred.
• Experience using an ERP system, preferably QAD, and transportation, shipping, or carrier-management systems is preferred.
• Ability to effectively manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Working knowledge of bills of lading, packing lists, shipping labels, delivery receipts, freight claims, ASNs, and customer routing instructions is preferred.
• Ability to perform basic business mathematics, validate quantities, linear footage, dimensions, and weights, interpret reports, and investigate transactional discrepancies.
• Working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Accurate and efficient keyboarding, data-entry, and system-navigation skills.
• Strong organizational, planning, prioritization, and time-management skills.
• Ability to identify and recommend improvements to systems, processes, procedures, and standardized work.
• Ability to communicate clearly and professionally, both verbally and in writing, through telephone, email, Microsoft Teams, and in-person interactions.
• Strong interpersonal skills when exchanging information and resolving issues with suppliers, customers, carriers, coworkers, and employees at all levels of the organization.
• Professionalism and integrity when communicating and collaborating with others, with the ability to maintain confidential information in accordance with company policies.
• Results-oriented, dependable, and accountable for completing assigned responsibilities accurately and on time.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.

Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or other characteristics protected by law.