WHAT DOES AN INVENTORY CONTROL COORDINATOR DO?

Published: Oct 16, 2025 - The Inventory Control Coordinator monitors and analyzes inventory levels to ensure optimal stock availability through accurate forecasting and order placement. This role coordinates procurement, logistics, and vendor relations while resolving issues related to storage, handling, and product movement. The coordinator also oversees inventory audits, reporting, and documentation of surplus, returns, and damaged goods to maintain accuracy and compliance.

A Review of Professional Skills and Functions for Inventory Control Coordinator

1. System Inventory Control Coordinator Duties

  • Project Management: Organize multiple projects, schedules, and demands to meet shifting priorities.
  • Task Efficiency: Perform challenging tasks efficiently and effectively.
  • Problem Solving: Anticipate problems and take corrective action before completing the task.
  • System Implementation: Assist in the implementation of system-wide collaborative systems and structures, utilizing the distribution partner as the primary utility to improve inventory turns and reduce facility redundancies in supply logistics and warehouse operations.
  • Regulatory Compliance: Ensure system compliance for Joint Commission Accreditation and other regulatory bodies for storage and delivery of supplies as well as recalled or suspended inventory products.
  • Process Improvement: Understand, communicate, and implement standardized continuous process improvement strategies to include Six Sigma and Lean, to all staff.
  • Strategic Leadership: Promote the ongoing strategic vision and goals of UW Medicine Supply Chain at the facility level, ensuring consistent implementation.
  • Continuous Learning: Engage in continuing education initiatives to ensure that leading-edge technologies are utilized appropriately within the system.
  • Analytical Thinking: Exercise strong attention to detail and outstanding analytical skills.
  • Performance Excellence: Set challenging objectives and work against self-defined standards of excellence to continually improve personal performance.
  • Customer Focus: Anticipate and take personal responsibility for customer satisfaction and service excellence.

2. System Inventory Control Coordinator Details

  • Cycle Management: Apply correct cycle count and other standard operations procedures.
  • Inventory Analysis: Analyze product usage and adjust inventory levels as appropriate to optimize inventory levels at the entity.
  • Supply Planning: Anticipate supply needs and communicate potential interruptions to the Manager/Supervisor and customers.
  • Product Coordination: Monitor all additions, deletions, and changes to main stores and to unit PAR locations, and work closely with departments before and during product conversions.
  • Data Monitoring: Maintain and monitor distribution statistics.
  • Report Preparation: Create and submit monthly reports and others.
  • Decision Making: Independently make decisions and take action regarding supply shortages, keeping management informed, and/or make recommendations based upon analysis of information.
  • Research Reconciliation: Perform causative research and reconciliation before preparing reports.
  • Product Evaluation: Assist in all patient supply product evaluations.
  • Policy Development: Assist in the development of departmental policies and procedures, in coordination with Supervisors and Managers.

3. System Inventory Control Coordinator Responsibilities

  • Recall Management: Lead entity product recalls and product returns.
  • Committee Representation: Represent the entity on product committees and other committees.
  • System Maintenance: Responsible for the maintenance and operation of automated point-of-use (POU) systems (Intellishelf, SpaceTrax, Pyxis, etc.).
  • Inventory Control: Work with Supply Chain leadership to implement system-wide standardized inventory control and cycle counting strategy to provide appropriate financial controls and management.
  • Cost Reduction: Responsible for partnering with UW Medicine management to pursue opportunities for reduction of expenses in equipment, supplies, and service areas for all aspects of the supply chain.
  • Value Optimization: Deliver cost savings and value maximization to the total cost of ownership of equipment, supplies, and services while fulfilling the mission of the organization.
  • Internal Controls: Assure appropriate Internal Control processes are in place across the procurement cycle functions and are promulgated throughout the enterprise.
  • Leadership Excellence: Use principles of effective leadership to motivate, lead, and inspire others.
  • Employee Development: Leverage strengths-based leadership to give effective, meaningful feedback, develop others, and maximize employee engagement.
  • Mission Alignment: Maintain focus on the UW Medicine Supply Chain Management Mission and Core Values.

4. Inventory Control Coordinator Job Summary

  • Inventory Management: Manages central supply inventory of key operational and emergency items such as Personal Protective Equipment (PPE) and cleaning supplies.
  • Physical Auditing: Conducts physical inventory counts for central supply.
  • Usage Monitoring: Monitors centers and communities' inventory volumes and usage rates.
  • Demand Forecasting: Forecasts inventory tendencies to minimize out-of-stock scenarios.
  • Backorder Coordination: Coordinates backorder/exception reports and confirmations.
  • Delivery Scheduling: Organizes delivery timelines and substitutions.
  • Stock Replenishment: Manages the replenishment of centers and communities' inventory.
  • Supply Redistribution: Facilitates the movement of supplies at overstocked locations to locations at crisis levels.
  • Shipment Receiving: Receives incoming shipments of central supply inventory, including verification of order quantities.
  • Order Fulfillment: Packages, tracks, and ships central supply inventory items to Prestige centers and communities.
  • Vendor Communication: Communicates with internal partners and third-party vendors to procure central supply inventory items.
  • Source Research: Researches and establishes sources for central supply inventory items.

5. Inventory Control Coordinator Accountabilities

  • Receiving Operations: Responsible for receiving (REC) and handling put-a-ways (PUT).
  • Freight Management: Complete freight claims and follow up on back orders.
  • Transfer Adjustment: Make appropriate adjustments for transfers.
  • Material Tracking: Track damaged material, aged inventory, and quarantine material.
  • System Maintenance: Responsible for maintaining the warehouse computer setup.
  • Credit Processing: Issue a credit memo for product and container returns.
  • Order Printing: Print POs with the current location of the product, assuring 3PL inventory is available.
  • Load Coordination: Coordinate daily shuttle loads.
  • Product Maintenance: Responsible for maintaining BASF consigned product.
  • Third-Party Coordination: Coordinate 3PL products.
  • Return Handling: Handle vendor material returns.
  • Inventory Collaboration: Work with purchasing on aged inventory.

6. Inventory Control Coordinator Functions

  • Inventory Planning: Prepare count plans and oversee physical inventory counts daily.
  • Variance Management: Manage variance reports and resolve variances between stated on-hand and physical counts.
  • Root Analysis: Use root cause analysis to identify and eliminate problems resulting in inventory variances.
  • Transaction Analysis: Research and analyze all shipping and receiving transactions, bills of materials, routing and picking transactions, and back-flush errors.
  • Cross Collaboration: Work closely with purchasing, quality, assembly, shipping and receiving, machine shop, engineering, accounts payable, various warehouses, and others to oversee physical counts and reconcile variances.
  • Record Updating: Update inventory records after variances are reconciled.
  • Product Identification: Maintain the product identification and location program.
  • Inventory Review: Conduct a review of excessive and obsolete inventory.
  • Product Tracking: Track and report non-conforming product.
  • Accuracy Reporting: Maintain Inventory Accuracy Metrics Reports (MDI).
  • Data Analysis: Use raw data to gain insight into making effective decisions.

7. Inventory Control Coordinator Job Description

  • Variance Investigation: Supports investigation of inventory variances and works cross-departmentally to identify root cause.
  • Inventory Disposition: Responsible for the timely disposition and reporting of disputed inventory.
  • Backorder Review: Supports the review of the backorder report for all areas.
  • Product Removal: Supports the removal of expiry-dated or calibrated products within the warehouse.
  • Warehouse Coordination: Facilitates movements of product within the warehouse and supports intercompany product movements.
  • Receiving Support: Assists in receiving issues.
  • Cycle Counting: Supports monthly inventory, physical, and cycle counts.
  • Data Control: Controls the systematic movement of inventory and ensures data integrity.
  • Recall Processing: Conducts inventory transactions for product recalls.
  • Regulatory Compliance: Perform duties in compliance with applicable regulations and standards such as the FDA Quality System Regulation and ISO (International Organization for Standardization).
  • Procedure Adherence: Follow all standard operating procedures, written and oral, at all times.
  • Stock Management: Supports the internal safety stock processes.
  • Asset Resolution: Supports resolution on asset return variances.
  • Brand Recovery: Assist with brand rationalization, recovery, and disposition efforts.

8. Inventory Control Coordinator Overview

  • Record Maintenance: Updates and maintains inventory records on the SAP system.
  • Inventory Documentation: Documents inventory by recording additions, disbursements, adjustments, losses, and removals of items.
  • Item Receiving: Receives items by unpacking trucks and shipping containers.
  • Verification Process: Verifies items received by identifying the information of the items.
  • Item Inspection: Inspects the condition of items.
  • Order Comparison: Compares the count or measure of items to the order and packing list.
  • Stock Placement: Marks and places received items in stock.
  • Reorder Planning: Establishes inventory reorder points.
  • Reorder Reporting: Reports items to be reordered.
  • Order Fulfillment: Fills requests by issuing and delivering items.
  • Equipment Maintenance: Maintains equipment operational by following the manufacturer's operation and maintenance instructions and established procedures, calling for repairs.

9. Inventory Control Coordinator Details and Accountabilities

  • Inventory Accuracy: Responsible for maintaining store inventory accuracy including a substantial understanding of inventory statuses.
  • Backroom Integrity: Assist the store to ensure the integrity of “count ready” backrooms, cap stock, and yard are consistently maintained.
  • Zone Execution: Responsible for the timely execution of items in the resolution zone in logistics.
  • Shrink Management: Work collaboratively with Loss Prevention and Corporate Inventory Control on shrink concerns including operational shrink, receiving discrepancies, negative inventory, pending inventory, cycle counts, and all applicable reporting.
  • Adjustment Auditing: Responsible for entering, modifying, and auditing inventory adjustments.
  • Reason Analysis: Understands what the varying reason codes for adjustments represent and how they affect store inventory and shrinkage.
  • Document Filing: Responsible for maintaining accurate filing of all paperwork and forms.
  • Inventory Leadership: Lead the store team members during the annual inventory count.
  • Inquiry Response: Responsible for responding to all communication regarding inventory inquiries.
  • Return Processing: Ensures the completion of Return to Vendor/Warehouse and Defective Return Processing.
  • Area Organization: Partner with the Logistics department to ensure the cleanliness and organization of the resolution area and defective processing zone.
  • Process Completion: Partner with the zone leads to ensure the completion of the red/blue/green process.
  • Discrepancy Resolution: Work with sales floor team members to find and correct Negative Inventory concerns.
  • Process Auditing: Perform random audits to ensure inventory management processes are being completed promptly and provide training.

10. Inventory Control Coordinator Tasks

  • Order Management: Place orders, keeping within established minimums and maximums.
  • PO Processing: Enter storeroom orders and receive POs in the Materials Management Information System (MMIS) for clinics, receiving docks, and other areas.
  • Inventory Reporting: Report inventory status, including turnover rate, every month.
  • Material Routing: Route materials to the correct location within 24 hours of receipt and verify receipt of product with the appropriate department.
  • System Proficiency: Understand all aspects of the automated inventory system (HEMM) and Omnicell cabinets, stay current on all changes, and share updates with staff.
  • Activity Oversight: Advise the Regional Distribution Manager of the daily activities of all shifts.
  • Training Support: Assess new Distribution Tech training using a skills checklist to ensure competency within the department.
  • Progress Reporting: Advise the Regional Distribution Manager on the new employee’s progress.
  • Inventory Accuracy: Maintain inventory accuracy, both physical and systematic, by monitoring, validating, and tracking inventory moves associated with all processes.
  • Discrepancy Investigation: Investigate and escalate inventory discrepancies and continuously refine procedures and processes to improve quality and accuracy.
  • System Maintenance: Ensure accurate setup, maintenance, and adherence of the Warehouse Management System (WMS) including item master, part footprints, location maintenance, replenishment, and cycle counts.
  • Cycle Coordination: Schedule, coordinate, and perform planned cycle counts, count-near-zero, and physical counts in accordance with procedures.

11. Inventory Control Coordinator Roles

  • Record Maintenance: Maintains and updates inventory records.
  • Procedure Development: Creates efficient and accurate inventory management procedures.
  • Inventory Reconciliation: Reconciles inventories to book records and makes adjustments.
  • Physical Coordination: Coordinates the annual physical inventory procedures.
  • Cycle Counting: Performs weekly cycle counts and makes system adjustments.
  • Loss Prevention: Implements a loss prevention program in conjunction with the DC Supervisor.
  • Process Improvement: Makes recommendations to the DC Supervisor on programs to improve inventory management.
  • Inventory Security: Maintains tight security over the inventory.
  • Access Control: Ensures that only authorized personnel have access to inventory records.
  • Product Search: Conducts searches to locate products within the system.
  • Discrepancy Resolution: Adjusts records when discrepancies occur and takes steps to correct and prevent them.
  • Quality Supervision: Supervises the inventory quality and accuracy assurance programs, including weekly and monthly reports.
  • Return Auditing: Develops a program to audit returns and move returned products to their proper locations.
  • Credit Processing: Processes proper documentation to generate a prompt credit transaction.
  • Product Handling: Takes appropriate action on products that are not in a saleable condition.
  • Report Development: Develops all necessary reports and documentation to facilitate accurate inventory counts, including records of all audits, counts, and adjustments.
  • Variance Communication: Communicates the timing of physical inventories and any variances.

12. Inventory Control Coordinator Additional Details

  • Warehouse Organization: Ensure that the warehouse is organized and utilizing rack, row, bin, or multi-bin inventory procedures in DM2, and is responsible for maintaining warehouse bin locations.
  • Inventory Management: Organize, conduct, and manage the physical inventory process (audited and unaudited).
  • Quantity Verification: Responsible for verifying quantity accuracy and reconciling when the AP team identifies issues related to quantities on PO receipts.
  • Vendor Coordination: Work with Purchasing to correct inaccurate vendor shipments and support the receiving department in resolving purchase order discrepancies.
  • Cycle Counting: Plan and execute a weekly inventory cycle count program of selected high-value items, in addition to daily or weekly bulk reconciliation.
  • Replenishment Support: Assist and supplement central purchasing’s replenishment efforts by proactively communicating changes in customer purchase cycles that may not be immediately visible in PBI/SIA reporting.
  • Inventory Optimization: Provide local assistance to help centralized purchasing execute ongoing inventory reserve and DII initiatives to improve overall inventory position and reduce obsolescence.
  • Product Conversion: Coordinate product conversion efforts when suppliers require changeovers.
  • Rule Compliance: Champion warehouse business rules and ensure understanding and compliance by all warehouse associates.
  • Freight Management: Complete freight claims.
  • Order Resolution: Responsible for explaining and resolving open orders or backorders past the required date with available DM2 QOH.
  • Issue Research: Research inventory issues for billing and correct on-hand balances.

13. Inventory Control Coordinator Essential Functions

  • Material Tracking: Track damaged material, aged inventory, and quarantine material.
  • Return Inspection: Inspect material returned by customers, authorize credit based on the condition of items, and communicate with billing to process the credit.
  • Vendor Returns: Handle vendor material returns and short shipments.
  • Inventory Maintenance: Perform ongoing maintenance of inventory kits and recipes.
  • Product Assessment: Work with purchasing on aged inventory to assess the condition of the product for redistribution.
  • Repack Execution: Work with purchasing to execute repacks.
  • Process Authorization: Serve as the gatekeeper to ensure repacks have been entered into the system with forms printed to authorize the warehouse to physically execute the repack.
  • Quality Monitoring: Responsible for monitoring product integrity and presentation for outbound shipments.
  • Warehouse Support: Support the warehouse with other tasks and responsibilities as assigned by management.
  • Customer Service: Professionally represent the company at all times, ensuring quality customer service.
  • Policy Compliance: Abide by all policies, rules, and regulations of the company, including all applicable safety rules, regulations, and procedures.
  • Program Support: Support corporate programs, goals, and initiatives of the company.

14. Inventory Control Coordinator Role Purpose

  • Inventory Delivery: Deliver and retrieve inventory, including restock and emergency runs, to the appropriate facility accurately and safely.
  • Sales Coordination: Coordinate with Sales to ensure surgery requisitions are submitted timely and accurately for proper fulfillment and delivery of the product.
  • System Utilization: Use inventory systems such as SMS, ZSIS, DCS, and FedEx programs to loan, receive, ship, issue, and monitor inventory.
  • Product Exchange: Exchange and return expired products.
  • Case Restocking: Bill and restock inventory for surgical cases.
  • Kit Maintenance: Maintain inventory of surgical kits.
  • Return Management: Manage product returns and process worn instrument returns.
  • Task Responsibility: Accept ownership and responsibility for tasks and follow directions closely.
  • Stock Monitoring: Monitor current inventory levels at the stockroom and investigate issues.
  • SAP Management: Monitor and correct outstanding transactions in SAP Warehouse Activity Monitor (LL01-Warehouse Management).
  • Inventory Optimization: Identify inventory reduction opportunities at the stockroom location (MOQ reduction and Kanban).
  • Stock Accuracy: Perform critical inventory tasks to ensure the correct amount of items is in stock.
  • Guidance Seeking: Request necessary advice and direction for all activities to perform inventory control duties.
  • Storage Oversight: Oversee the storage of inventory at the stockroom and keep track of unused, slow-moving, and excess stock.

15. Inventory Control Coordinator General Responsibilities

  • Inventory Planning: Monitor inventory levels and place requisitions or orders based on sales reports and forecasts.
  • Procurement Coordination: Coordinate inventory requirements and procurement details with vendors and customers.
  • Supplier Communication: Communicate with all parties involved in the sourcing of managed and unmanaged products.
  • Issue Resolution: Handle problems related to inventory levels, logistics, and storage locations.
  • Operations Handling: Ensure handling by operations from drumming or packaging and transfer into tanks (for bulk material).
  • Order Rescheduling: Reschedule orders to meet customer and warehouse needs.
  • Stock Forecasting: Forecast and estimate potential stock requirements.
  • Shelf Maintenance: Maintain and review the shelf life of warehouse stock.
  • Inventory Auditing: Conduct inventory audits.
  • Supplier Management: Manage supplier relationships with non-managed suppliers.
  • Inventory Reporting: Account for and report inventory surplus, product returns, and any damage.
Relevant Information
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