Warehouse & Administrative Coordinator

Position Summary The Warehouse & Administrative Coordinator is responsible for supporting the day-to-day operations of the business by combining warehouse support, logistics coordination, inventory control, customer service, and administrative responsibilities. This role plays a key part in ensuring customer orders are processed accurately, inventory is maintained, shipments are received and dispatched efficiently, and the warehouse remains clean, organized, and operating effectively. Reporting to the Warehouse Manager, this position requires a highly organized, dependable, and self-motivated individual who is comfortable working independently for the majority of the day. As the Warehouse Manager is frequently off-site managing installation crews and other operational responsibilities, the successful candidate must be able to prioritize work, take initiative, and identify what needs to be done without constant supervision. Exceptional customer service is essential. The successful candidate must be confident communicating with customers, contractors, suppliers, freight carriers, and colleagues while representing the company in a professional and courteous manner.

Key Responsibilities

Administrative Support Process customer orders accurately and efficiently. Enter customer orders into the ERP system. Process customer orders from receipt through shipment. Prepare invoices, packing slips, bills of lading, shipping labels, and other shipping documentation. Process purchase orders and supplier documentation. Maintain accurate filing systems and operational records. Complete general administrative duties including document processing and record keeping. Prepare reports and update spreadsheets as required. Assist with answering customer inquiries regarding orders, inventory availability, and shipments.

Customer Service

Deliver exceptional customer service to customers, contractors, suppliers, and visitors. Professionally assist customers in person, over the phone, and by email. Coordinate customer pickups and ensure orders are prepared accurately and on time. Provide timely updates regarding order status, shipments, and product availability. Build positive relationships with customers, contractors, suppliers, and freight carriers. Resolve routine customer concerns professionally and escalate issues when appropriate. Represent AGL in a professional, courteous, and solutions-focused manner at all times.

Warehouse Support

Receive, inspect, and verify incoming shipments. Load and unload trucks safely and efficiently. Pick, package, and stage customer orders for shipment or pickup. Operate forklifts, pallet jacks, and other warehouse equipment safely. Assist customers and freight carriers with pickups and deliveries. Ensure all outgoing shipments are packaged correctly and accurately.

Inventory Control

Maintain accurate inventory records within the ERP system. Process inventory receipts, transfers, and adjustments. Perform cycle counts and assist with annual physical inventory. Investigate and report inventory discrepancies. Ensure inventory is properly labeled, organized, and stored.

Logistics & Shipping

Coordinate domestic, U.S., and international shipments. Prepare shipping documentation, customs paperwork, commercial invoices, and export documentation as required. Coordinate inbound and outbound freight with carriers, couriers, and freight forwarders. Schedule freight pickups and deliveries. Track shipments and communicate updates with customers and suppliers. Ensure all shipping documentation is complete, accurate, and compliant with shipping and customs requirements.

Sample Management

Maintain the sample room and sample inventory in a clean, organized, and professional manner. Assemble, label, and prepare sample kits, display boards, and marketing materials for customers, dealers, and sales representatives. Process sample requests and coordinate shipments. Monitor sample inventory levels and replenish materials as required. Inspect samples regularly and replace damaged or outdated materials. Assist with maintaining showroom displays and presentation areas.

Warehouse Organization & Maintenance

Maintain a clean, organized, safe, and efficient warehouse at all times. Ensure aisles, workstations, storage locations, and loading areas remain clean and accessible. Organize inventory for maximum efficiency. Assist with warehouse improvements and layout changes. Perform minor warehouse maintenance, assembly, and repairs using hand and power tools. Take pride in maintaining a professional warehouse appearance.

Qualifications

High school diploma or equivalent. Minimum of 2 years' experience in warehouse operations, logistics, shipping & receiving, inventory control, or administration. Experience using ERP or inventory management software is preferred. Experience processing domestic, U.S., and international shipments is considered a strong asset. Experience coordinating inbound and outbound freight logistics is an asset. Familiarity with customs documentation and export procedures is an asset. Valid forklift certification (or willingness to obtain certification). Valid driver's license with a clean driving record. Comfortable operating warehouse equipment and using hand and power tools.

Skills & Competencies

Excellent organizational and time management skills. Strong attention to detail and accuracy. Strong computer skills including Microsoft Office (Excel, Outlook, Word). Experience with ERP or inventory management systems. Excellent verbal and written communication skills. Exceptional customer service and interpersonal skills. Confident communicating with customers, contractors, suppliers, freight carriers, and team members. Strong understanding of shipping, receiving, inventory control, and freight coordination. Knowledge of domestic, U.S., and international shipping procedures is an asset. Ability to prioritize multiple tasks in a fast-paced environment. Strong problem-solving and decision-making skills. Mechanically inclined and comfortable using hand and power tools. Ability to safely operate forklifts and warehouse equipment.

Personal Attributes

The successful candidate will: Be self-motivated and able to work independently for the majority of the day. Take ownership of their responsibilities without requiring constant direction. Demonstrate initiative by identifying work that needs to be completed and acting on it. Be dependable, punctual, and accountable. Have a strong work ethic and a positive attitude. Take pride in maintaining an organized and efficient work environment. Be adaptable and willing to assist wherever needed. Enjoy working with people and understand the importance of delivering exceptional customer service. Maintain professionalism in all interactions with customers, contractors, suppliers, and coworkers.

Physical Requirements

Ability to lift up to 50 lbs on a regular basis. Ability to stand, walk, bend, lift, and perform physical work throughout the day. Comfortable working in both an office and warehouse environment.

Reporting Relationship

Reports To: Warehouse Manager & General Manager

Key Performance Indicators (KPIs)

Order entry accuracy Order processing turnaround time Invoice accuracy Shipping and receiving accuracy Inventory accuracy Cycle count completion Domestic, U.S., and international shipment accuracy Warehouse cleanliness and organization Sample inventory organization and fulfillment Customer service and responsiveness Documentation accuracy Ability to work independently with minimal supervision Initiative and proactive problem-solving Compliance with company procedures and safety standards