Warehouse Administrative Coordinator

POSITION SUMMARY

The Warehouse Shipping Coordinator is responsible for providing administrative and operational support to the warehouse, with a strong focus on order processing, invoicing, shipping domestic and exports, fill out Air Will Bills, data entry, customer service, and coordination with the warehouse floor
.

This position serves as an important connection between the office and warehouse team, ensuring that customer orders are accurately processed, picked, packed, shipped, invoiced, and closed in a timely manner.

The ideal candidate will have strong administrative and order-processing experience, excellent attention to detail, strong Excel skills, and the ability to work in a fast-paced warehouse environment. The individual must be comfortable communicating with warehouse personnel, monitoring orders throughout the fulfillment process, resolving issues, and providing professional customer service by email and phone.

Experience with
Fed Ex shipping software, shipping documentation, invoicing, billing, ERP/WMS systems, and wholesale distribution is highly preferred.

• Monitor customer orders from initial processing through final shipment.
• Review orders for accuracy, availability, customer requirements, and shipping information.
• Coordinate with the warehouse team to ensure orders are released for picking.
• Monitor the status of orders during:
  • Picking
  • Packing
  • Shipping
  • Carrier pickup
• Identify orders that are delayed, incomplete, short, or have other issues.
• Follow up with the warehouse floor to ensure orders are completed on schedule.
• Prioritize urgent or time‑sensitive orders.
• Communicate order status and issues to the appropriate departments.
• Ensure orders are properly completed and closed in the system.

No order should sit unnoticed. The Shipping Coordinator is responsible for monitoring the order flow and identifying problems before they become customer issues.

• Process and monitor shipments using Fed Ex and other carrier systems.
• Create shipping labels and shipping documentation.
• Verify shipping addresses, service levels, weights, dimensions, and tracking information.
• Monitor daily carrier pickups and shipment completion.
• Review shipment information for accuracy before orders leave the warehouse.
• Track delayed, refused, damaged, or returned shipments.
• Research shipping discrepancies and communicate with carriers when necessary.
• Maintain accurate shipping records.
• Support shipping cost and billing reconciliation.
• Assist with freight and shipping claims.

Experience with
Fed Ex Ship Manager or similar shipping software is strongly preferred.

• Process customer invoices accurately and on time.
• Review orders and shipments to ensure invoices match the products and quantities shipped.
• Verify pricing, discounts, freight, and other applicable charges.
• Identify billing discrepancies and coordinate corrections.
• Assist with shipping billing and freight reconciliation.
• Maintain accurate records of invoices and shipping documentation.
• Work closely with Accounting to resolve billing issues.
• Support month‑end invoicing and reconciliation activities.

• Perform accurate and timely data entry.
• Maintain customer, order, shipping, and invoice information.
• Create and maintain Excel spreadsheets and reports.
• Use Excel to track orders, shipments, billing, and operational metrics.
• Perform sorting, filtering, calculations, and basic data analysis.
• Identify discrepancies between system information and physical/shipping documentation.
• Maintain organized electronic and physical records.

• Sorting and filtering
• Basic formulas
• VLOOKUP/XLOOKUP preferred
• SUMIF/COUNTIF preferred
• Pivot tables…