Mailback Program Coordinator

Description

The Mailback Program Coordinator supports the flow of mailback orders from start to finish. This role bridges communication between the sales team and warehouse operations, ensuring every order is processed on time, tracked accurately, and reported correctly. The coordinator will use Excel, Hub Spot, the Admin Portal, and Front to manage data, document activities, and maintain visibility across all stakeholders.

Key Responsibilities

• Work closely with the sales team to understand client expectations, sustainability goals, and program requirements.
• Coordinate with the warehouse to ensure accurate and timely fulfillment of mailback orders.
• Track and update order status across all internal systems for full visibility.

• Monitor revenue, order volume, and program activity.
• Prepare weekly reports that highlight program performance, growth trends, new client activity, and waste-stream–specific data.
• Maintain organized and accurate documentation across Excel, Hub Spot, the Admin Portal, and Front.

• Follow parcel and transportation industry standards to ensure efficient processing and shipment of mailback kits.
• Identify workflow gaps and recommend improvements to enhance speed, accuracy, and consistency.
• Support ongoing optimization of mailback program operations.

Requirements

• Strong organizational and multitasking abilities.
• Comfortable managing data in Excel and CRM systems (Hub Spot experience preferred).
• Effective communication skills for cross-department coordination.
• Attention to detail and accuracy in tracking, documentation, and reporting.
• Ability to learn new systems and processes quickly.
• Familiarity with logistics, parcel shipping, or warehouse workflows is a plus.