Order Fulfillment Coordinator

Overview

Major Functions:


The Order Fulfillment Coordinator supports warehouse order fulfillment by completing assigned order-processing tasks in the WMS and ensuring required documentation is accurate and available for warehouse and transportation teams. The role monitors order status, identifies exceptions (e.g., shortages, discrepancies, system issues), and escalates concerns through established procedures. This position supports service levels through accurate transaction processing, communication, and adherence to standard operating procedures.

Responsibilities

• Execute assigned steps in the customer order fulfillment process within the WMS, including order release, status updates, staging transactions, shipment confirmation, and invoice-related system processing, in accordance with established procedures.
• Coordinate the release and flow of customer orders to support timely picking, staging, loading, and shipment across all order types, including customer pickups, local routes, long-haul, and cross-dock shipments.
• Prepare, organize, and distribute required order, shipment, and invoice documentation by route and shipment to support warehouse, dock, transportation, and accounting processes.
• Review product availability in pick locations using system tools; identify potential shortages, discrepancies, or system variances and communicate findings to Inventory Control or warehouse leadership for resolution.
• Perform required spot checks and verification steps, including reviewing order details and flagged or random-weight items (e.g., meat and cheese) when prompted by procedures, and escalate variances according to established guidelines to support billing accuracy and inventory integrity.
• Monitor pick-location status and request replenishment support from designated warehouse personnel when inventory appears low or depleted, following established replenishment and escalation procedures.
• Support cross-dock operations by preparing system transactions and documentation, organizing paperwork, and communicating order readiness and exceptions to appropriate operational contacts.
• Communicate order status, staging readiness, and shipment documentation needs to Dock Coordinators and Transportation in alignment with shipment schedules and delivery sequencing.
• Ensure customer orders are accurately processed and invoiced within the WMS prior to departure, in accordance with established billing procedures and controls.
• Maintain organized and accurate invoice-related documentation by route and shipment, including the addition and tracking of open credit memo documentation as required by procedure.
• Assist with customer pickup preparation by verifying order accuracy, confirming required documentation is complete, and communicating readiness to the appropriate team prior to release.
• Receive, safeguard, and accurately document customer payments, including cash and checks, in accordance with established cash-handling and financial control procedures.
• Safeguard and disburse petty cash in accordance with established procedures; maintain required logs, receipts, and daily documentation, and submit records to accounting for reconciliation and review.
• Identify, document, and report WMS or system issues that may impact order processing, inventory visibility, billing accuracy, or shipment flow; follow established troubleshooting steps and escalate issues to the appropriate supervisor, IT, or support function.
• Follow company procedures related to order processing, documentation accuracy, inventory handling, and financial controls; maintain consistent attention to detail and support required service levels within the warehouse operation.

Qualifications

• Experience in warehouse operations, logistics, or order fulfillment coordination
• Working knowledge of WMS systems preferred
• Strong attention to detail related to inventory, weights, and invoicing
• Ability to manage multiple workflows in a fast-paced environment
• Strong organizational and communication skills
• Bilingual Spanish/English required