WHAT DOES AN INVENTORY COORDINATOR DO?

Published: Oct 22, 2025 - The Inventory Coordinator ensures accurate material receipt, labeling, and data entry into the ERP system while maintaining CGMP compliance and supporting production schedules. This role conducts cycle counts, shipments, and inventory transactions to ensure data integrity and timely distribution of materials. The coordinator also maintains warehouse organization, documentation accuracy, and adherence to safety and quality standards across all operations.

A Review of Professional Skills and Functions for Inventory Coordinator

1. Inventory Coordinator Duties

  • Safety Compliance: Ensuring that Health and Safety is the number one priority by complying with all safe work practices, policies, and processes and acting safely at all times
  • Workplace Safety: Ensures Health and Safety is the number one goal by following policies, processes, and acting safely always
  • Inventory Coordination: Supervises and coordinates the appropriate processing of purchase requisitions, receiving, reports, and inventory requisitions applicable to items maintained and item cost analysis
  • Inventory Management: Implements the Inventory Management System and becomes an expert in Inventory management
  • Shipping Receiving: Carry out shipping and receiving duties in accordance with policy
  • Warehouse Organization: Layout the warehouse in a productive, logical manner and maintain it in the same manner
  • Stock Control: Works with the Maintenance Manager and Maintenance personnel to ensure that critical stock items and maintenance supplies are maintained within acceptable stocking levels
  • Policy Implementation: Publish Policies and Procedures according to the guidelines set forth by management
  • Order Management: Manage repair orders and requests for parts promptly, which means every item request is logged in and/or reviewed daily

2. Inventory Coordinator Details

  • Inventory Supervision: Supervises and coordinates the taking of periodic physical inventories
  • Inventory Reporting: Prepares reports of inventory balance, shortages, and other financial data
  • Procurement Management: Ensure the purchase of materials and services is performed and consistent with policies and approval levels
  • Supplier Negotiation: Pursue preferred supplier agreements and contracts
  • Vendor Communication: Correspond with vendors concerning pricing and merchandise ordered
  • Safety Compliance: Follow all HSE policies that pertain to the shop
  • Process Innovation: Research new and innovative ways to incorporate other branches of Clean Harbors into the Regionalized maintenance departments
  • Software Proficiency: Use other computer applications such as spreadsheets, word processing, email, and database software and perform assigned work

3. Inventory Coordinator Responsibilities

  • ERP Management: Manage inventory through the ERP system (Odoo)
  • Stock Monitoring: Monitor stock levels and place orders
  • Material Processing: Timely receiving and processing of materials
  • Work Order Creation: Create work orders in the ERP system and process them
  • Cycle Counting: Conduct cycle counts and process material movement in the ERP system
  • Machine Setup: Support the machine setup process for SMT production
  • Component Storage: Ensuring proper storage and handling of SMT components
  • Inventory Organization: Ensuring organization and effective use of space for inventory storage
  • Process Improvement: Identify inefficiencies and opportunities to improve the way manage inventory

4. Inventory Coordinator Job Summary

  • Safety Compliance: Ensuring compliance with all safety and environmental policies and procedures
  • Spare Parts Management: Managing and owning the overall Spare Parts supply operations
  • Inventory Handling: Receiving, putting away items and managing MRO parts, storeroom inventory, and supplies
  • Strategy Implementation: Assist in implementing new sourcing/inventory strategies in conjunction with Accelerated Sourcing Transformation efforts, including non-inventory related initiatives, and support Accelerated Manufacturing Transformation implementation
  • Inventory Planning: Responsible for developing inventory plans, maintaining optimal inventory levels, and assisting in developing criticality classifications for parts to track materials most critical to uptime
  • Inventory Support: Working with maintenance and operations to understand inventory needs and ensure reliability is properly supported at the best total cost of ownership for GP
  • Process Improvement: Identifying opportunities for store-related process or workflow improvements and implementing
  • Inventory Analysis: Conducting periodic review and analysis of the inventory including cycle counting, on-demand reviews, over max evaluation, slow-moving inventory reviews, repair and return transactions, criticality reviews, and min/max reviews based on usage, lead time, and asset strategy
  • Operational Communication: Driving conversations on these topics to ensure inventory opportunities are appropriately addressed to create maximum value for the facility and GP
  • Storeroom Organization: Ensuring the storeroom is organized through shelf/bin and parts identification with corresponding database accuracy

5. Inventory Coordinator Accountabilities

  • Vendor Management: Driving improvements in Vendor-Managed and Committed Inventory
  • Metric Monitoring: Monitor storeroom health metrics and resolve issues as they arise
  • Stock Initiation: Working with the central resource to implement new stock initiation requests
  • Process Training: Training others on store processes, the associated value, and driving accountability
  • Policy Compliance: Following, reviewing, and sharing knowledge on all applicable Internal Financial Controls and Purchasing and Storeroom policies
  • Material Release: Generating material releases and follow-up
  • Invoice Resolution: Resolving invoice discrepancies as they occur and working to resolve root causes
  • Audit Participation: Participation in Product Stewardship teams and monthly internal audits and monthly GMP audits

6. Inventory Coordinator Functions

  • Receiving Operations: Responsible for receiving (REC) and handling put-a-ways (PUT)
  • Order Follow-up: Follow up on back orders and handle cycle counts
  • Transfer Adjustment: Make appropriate adjustments for transfers
  • Inventory Tracking: Track damaged material, aged inventory and quarantine material
  • System Maintenance: Maintains warehouse computer setup
  • Vendor Returns: Handle vendor material returns and issue a credit memo for product and container returns
  • Inventory Coordination: 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
  • Inventory Resolution: Resolve mis shipments, damages and follow up on receipt errors

7. Inventory Coordinator Job Description

  • Inventory Logging: Maintain log sheets for inventory bin locations and make changes in the ERP system
  • Cycle Counting: Perform daily cycle counts of inventory items and make adjustments in the ERP system
  • Report Management: Distribute daily scrap and sub reports, then collect at the end of production and make all necessary adjustments
  • Inventory Documentation: Maintain a log book surrounding any changes, problems, shortages, excesses, and obsolescence of any inventory item
  • Metric Reporting: Maintain metrics regarding inventory for presenting to Senior Management the gains or losses of inventory asset costs
  • Production Knowledge: Know the component items used in mattress/foundation production and the degree of daily usage to strategically locate them on the shop floor for easy access during production
  • Stock Optimization: Maintain min/max levels in the ERP System based on historical usage and peak season factors for system-generated suggested orders
  • Process Improvement: Work with area supervisors and Continuous Improvement on Value Stream Mapping and Inventory Layout and adherence
  • Root Cause Analysis: Root cause analysis of why unplanned substitutions are occurring in the plant

8. Inventory Coordinator Overview

  • Asset Disposal: Process the disposal of assets at the Client's direction, following all Client and JLL procedures and practices
  • Asset Tracking: Accurate tracking of all asset information using Client applications and databases
  • Asset Processing: Responsibility for ensuring that assets are processed promptly
  • Record Keeping: Accurate record keeping of asset disposition
  • Issue Resolution: Resolve asset disposal processing problems/issues
  • Pickup Coordination: Coordinating with Client employees to arrange the pickup and transportation of assets
  • Safety Compliance: Demonstrate and enforce safety rules and behaviors
  • Risk Assessment: Identify, enforce, and assess safety hazards and risks
  • Workplace Maintenance: Maintain a clean and safe workplace
  • Customer Response: Respond to customer inquiries in a timely and professional manner

9. Inventory Coordinator Details and Accountabilities

  • Unit Management: Manage all offsite units by confirming location, buyers’ outreach, transport coordination information, and payments
  • Buyer Liaison: Act as liaison between buyers and sellers regarding vehicle pickup, payment issued to the seller, and vehicle release provided to the buyer
  • Booking Coordination: Ensure all bookings of units into Simulcast or all digital platforms
  • Inventory Evaluation: Evaluate offsite inventory for availability and release records in the internal system called AS400
  • Inspection Scheduling: Schedule Field Inspectors for off-site inspections to support the assigned region
  • Vehicle Confirmation: Confirm availability and location of vehicle and title at the time of purchase
  • Inventory Loading: Load inventory for dealers, including no-sales from the physical auction, onto the digital platform
  • Platform Review: Review inventory on the MUVIT platform to ensure proper pricing, lighting, and visibility on disclosures
  • Transaction Support: Support all off-site pass-through transactions in collaboration with the Dealer Services Representative

10. Inventory Coordinator Tasks

  • Dealer Access: Assist with new dealers' logging access
  • Sale Preparation: Participate in executing sale readiness functions, such as Carfax reporting, lighting, announcements and presentations (digital/Sim)
  • Bid Management: Handle IF bids within the assigned territory
  • Platform Management: Manage the digital MUVIT platform by escalating all issues or feedback to the technology team and reporting any bugs
  • Customer Support: Answer all incoming Dealer Services phone calls by troubleshooting clients' concerns, access issues or booking vehicles
  • Administrative Assistance: Support assigned Dealer Services Representative, District Manager and Field Inspectors with various duties including the shared inbox and all administrative tasks
  • Inventory Support: Support the team with on-site inventory
  • Client Relations: Build strong relationships with clients and leadership to help increase customer satisfaction
  • System Proficiency: Work proficiently with systems such as AS400 and MCOE

11. Inventory Coordinator Roles

  • Inventory Auditing: Establishes selection criteria for inventory counts and location audits
  • Record Creation: Creates a list of inventory records to be counted or audited
  • Schedule Coordination: Coordinates the cycle count and slot SKU schedules to ensure corporate targets are met
  • Progress Monitoring: Monitors and reports progress
  • Error Investigation: Identifies and investigates inventory errors and reports the root cause to take corrective action
  • Issue Analysis: Acts on distribution pick/pack exception reports to investigate inventory issues and their root cause
  • Process Feedback: Provides feedback to correct the process or staffing issue
  • Process Review: Reviews distribution processes to ensure inventory movement is accurately accounted for on WMS and corporate inventory systems
  • Method Improvement: Makes recommendations to improve inventory control methods
  • Inventory Adjustment: Processes inventory adjustments to correct receiving, shipping, and returns inventory discrepancies and to process a manual pick list for special shipments
  • Record Processing: Processes shipment records for liquidation orders and inventory transfers
  • Report Development: Develops and maintains inventory reports and queries
  • Data Querying: Performs ad hoc management information queries

12. Inventory Coordinator Additional Details

  • Data Entry: Enter daily production paperwork, split tickets and journal entries
  • Variance Investigation: Investigate raw material and finished goods variances, resolve discrepancies, and track ingredient substitutions
  • Cycle Counting: Complete daily cycle counts in production and the warehouse
  • Inventory Monitoring: Monitor load move tickets, Mat Stat and FIFO
  • Formula Management: Submit and follow up on formula revisions
  • Reconciliation Process: Reconcile daily ingredients on hand and production yield
  • Document Review: Review and file production batch tickets
  • Communication Management: Maintain open communication with the Purchasing Manager and the Plant Manager regarding variances, discrepancies, and reports
  • Team Supervision: Supervise Inventory Control Clerk

13. Inventory Coordinator Essential Functions

  • Business Support: Support all aspects of the Pre-Owned Equipment Business
  • Inventory Reconciliation: Collaborate with multiple Canon divisions to research and correct inventory and other variances
  • Report Generation: Provide detailed departmental reporting in Excel and other programs
  • Inventory Coordination: Coordinate with Sales, Logistics and Marketing staff to qualify and reclass inventory
  • Invoice Processing: Reconcile, validate, and process sales invoices, approval forms, commission invoices, and storage invoices
  • Issue Resolution: Research and resolve electronic file transfer issues
  • Record Maintenance: Maintain accurate records and databases
  • Team Collaboration: Coordinate with other team members and resources to understand project goals and expectations
  • Email Management: Monitor group email boxes and respond quickly

14. Inventory Coordinator Role Purpose

  • Inventory Coordination: Coordinate, assist, and review assigned physical inventories with the sales force to ensure accurate field inventory levels
  • Documentation Review: Collect, review, and file all pertinent documentation needed to complete the physical inventory process
  • Inventory Adjustment: Perform various transactions to adjust inventory levels, bill out sales orders, and facilitate replacement units
  • Sales Interface: Interface directly with the sales force to maintain accurate field inventory position
  • Cross-Functional Support: Work cross-functionally with other departments to assist in meeting the division’s field inventory goals
  • Technical Assistance: Assist the sales team with troubleshooting field inventory technology
  • Data Entry: Perform data entry for field inventory returns and physicals
  • Disposal Execution: Partner with the planning team to execute the inventory write-off process
  • Material Destruction: Partner with the external service provider and Site Security to manage and witness the physical destruction of materials
  • Report Distribution: Distribute inventory reports as required by SOPs
  • Material Handling: Perform material handling activities, including material storage and transfers to GMP manufacturing and storage facilities
  • System Management: Manage SAP and Syncade Manufacturing Execution System (MES) error resolutions
  • On-Call Support: Provide after-hours on-call support and ensure timely resolution of all inventory-related issues in SAP and MES

15. Inventory Coordinator General Responsibilities

  • Error Resolution: Work with 3PL, external factories, Mars Factories, and co-pack teams to ensure daily management and immediate solution of Inventory IDOC errors for all warehouses
  • Stock Management: Manage information on the physical movement of stock between the factory, warehouse, and customer
  • Process Compliance: Ensure auditable processes are implemented and adhered to by both Mars and suppliers
  • Report Monitoring: Ensure the reconciliation report (Recorep) is monitored daily and kept in control by minimizing outstanding issues
  • Data Accuracy: Contact and influence all units sending the stock to the market to ensure SAP (Atlas) accurately reflects all physical stock movements
  • Balance Control: Manage the daily balance report of inventory between Atlas and WMS and liaise with warehouses to rectify and prevent reoccurrence
  • Root Cause Analysis: Track and monitor all negatives in the network and provide support to 3PLs for speedy resolution and analysis
  • Product Allocation: Manage product movement to ensure the product is in the right warehouse for order fulfillment
  • Performance Tracking: Manage daily shorts KPI and work on CIP to maintain targets
  • Forecast Reporting: Manage YTD actuals and YEE forecast and provide weekly and periodic decks and input to SCMR (S&OP)

16. Inventory Coordinator Key Accountabilities

  • Procedure Compliance: Follow well-defined procedures as outlined by Best Practices, SOP’s and work instructions
  • Task Direction: Take direction from the Site Supervisor and Management regarding daily duties
  • Decision Making: Independently makes decisions and utilizes available resources to prioritize and meet daily requirements
  • Inventory Reconciliation: Analyzes/maintains/reconciles various inventory locations and TDX reports to ensure accuracy level and Fisher requirements are met
  • Issue Communication: Communicates with the supervisor about any issues or potential problems
  • Report Preparation: Extract data and prepare various reports pertinent to Inv. Control
  • Self Development: Promotes personal growth and development by staying abreast of new policies and enhancements without the presence of the site trainer and the management team
  • Customer Service: Listens to internal customer concerns, effectively diffuses dissatisfaction, and quickly identifies a course of action with a goal of first call resolution within established turnaround times
  • Team Collaboration: Works effectively with a diverse cross-functional team
  • System Utilization: Utilizes systems or performs the functions that support various inventory and chemical management programs
  • Information Access: Access and utilize Thermo Fisher Scientific’s Intranet and SharePoint document management system
  • Program Replenishment: Makes on-site program replenishment and disbursements
  • Stockroom Operations: Performs stockroom duties to include inventory counts, stock rotation, cycle counts, and other functions according to TDX requirements
  • Shipment Verification: Covers outbound shipment verification from time to time

17. Inventory Coordinator Roles and Details

  • Material Handling: Complete daily, weekly, and monthly material handling tasks
  • Parts Ordering: Ordering parts for customer jobs
  • Parts Receiving: Receiving parts physically and in the inventory system (Oracle)
  • Material Dispatching: Dispatching materials to techs and issuing equipment to jobs
  • Vendor Returns: Returning parts to vendors
  • Order Accuracy: Check all orders to ensure accuracy
  • Parts Staging: Staging parts in the locations
  • Material Packing: Pull and pack materials
  • Carrier Communication: Communicate with freight carriers regarding daily bills of lading
  • Shipping Documentation: Prepare shipping documents
  • Warehouse Operations: Perform general warehouse duties including FedEx processing, housekeeping, stocking, safety and maintenance
  • System Updating: Update the Installation Portal with parts status
  • Parts Sourcing: Look for parts availability in other branches to meet customer expectations
  • Vendor Follow-up: Follow up with vendors and procurement on parts status and ETA
  • Inventory Projects: Conduct special projects as physical inventories, cycle counts, among others
  • Warehouse Maintenance: Keep the warehouse clean and organized

18. Inventory Coordinator Responsibilities and Key Tasks

  • Material Receipt: Perform material receipt, and stocking including data entry of received items into the ERP system, proper labeling and storage of material in accordance with CGMP compliance
  • Supply Receiving: Perform receiving activities for all supplies and equipment for the site
  • Material Distribution: Distribution of received materials to internal customers as indicated by Purchase Order or requested by end users
  • Order Execution: Execution and delivery of picking list and reservations of inventory items, operating supplies and materials to support production schedule and projects
  • Data Accuracy: Ensure accuracy and integrity of data entry in the ERP system
  • Cycle Counting: Perform cycle counts as per ERP ABC codes
  • Warehouse Maintenance: Maintain office space and warehouse areas clean and in an audit-ready state at all times
  • Inventory Transactions: Timely inventory ERP transactions and disposition of NCMR
  • Shipment Execution: Execute shipments of raw materials, bulk products, finished products, QC samples, equipment, IT and MRO supplies to support customer orders, manufacturing and project schedules
  • On-Call Program: Participate in the on-call program for temperature-controlled storage refrigerators, freezers and warehouses
  • Chart Documentation: Document and replace temperature-controlled storage charts as per site procedures
  • License Support: Support the ACAM2000 License Maintenance program
  • Material Transport: Using the company truck, transport general supplies, MROs, inventory and equipment between Emergent BioSolutions buildings and offsite storage areas
  • Training Compliance: Maintain a training record 100% for executable procedures
  • Safety Compliance: Follow HSE procedures and support the implementation of agreed safety actions
  • Documentation Maintenance: Assist in maintaining departmental documentation current and compliant with CGMP and quality system

19. Inventory Coordinator Duties and Roles

  • Meeting Coordination: Organize a production meeting and update the manager
  • Team Collaboration: Collaborating and strategizing with the business and engineering teams
  • Vendor Liaison: Liaise with panel vendors for delivery and order management
  • Goods Receiving: Receive incoming goods and handle the inventory stock take
  • Parts Issuance: Issue parts for Production and the Engineers team
  • BOM Verification: Assist with the verification of the Engineer's BOM
  • SAP Management: Handle Goods Receipt and Goods Issuance in the SAP system
  • Hardware Evaluation: Evaluate hardware to determine efficiency, reliability, and compatibility
  • Hardware Monitoring: Monitor the input and output of all hardware devices
  • Vendor Interaction: Interact with Vendors, Provisioning and Technical Support Groups
  • Inventory Management: Manage inventory, shipping and receiving duties
  • RMA Processing: Perform RMA to vendors for equipment that has failed inside warranty guidelines
  • Device Scanning: Scan all IP phones into the appropriate Re-Direct servers upon entry

20. Inventory Coordinator Roles and Responsibilities

  • Order Fulfillment: Receive and fulfill orders in a timely, efficient manner
  • Order Processing: Pick/pack orders, receive/stow product, ensure inventory accuracy
  • Order Tracking: Track all orders via delivery software
  • Inventory Monitoring: Note inventory levels and place orders with vendors
  • Customer Service: Answer phone calls, process returns, and provide customer service
  • RMA Processing: Process RMA goods for warranty replacement with vendors
  • Gear Handling: Proper processing and tracking for both inbound and outbound gear
  • Hardware Evaluation: Evaluation of hardware to determine efficiency, reliability, and compatibility
  • Inventory Refurbishment: Refurbish inventory to return to service
  • Cycle Counting: Perform daily, weekly, and monthly cycle counts of inventory
  • Issue Resolution: Monitor, identify and correct inventory related to production shorts and system discrepancies
  • Team Collaboration: Work with the planning team to help resolve any issues
  • Physical Inventory: Participate in all physical inventories including preparation, counting, and data recording
  • Scanner Operation: Use and understand the RF scanner to perform cycle counting and related tasks
  • Inventory Shipping: Receive and ship inventory
  • Workplace Maintenance: Maintain the work area in a clean and orderly condition and follow prescribed safety regulations
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