Warehouse & Shipping Coordinator

Job Description

Job Description

Job Summary: The Warehouse & Shipping Coordinator is responsible for overseeing inventory management, coordinating shipments, and ensuring efficient logistics operations. This role is essential for maintaining accurate stock levels, optimizing transportation routes, and collaborating with internal teams to meet customer and project deadlines, while ensuring compliance with health and safety standards.

Reports To: Operations and Support Manager North America

Key Responsibilities:

• Inventory Management and Coordination of Shipments

• Logistics Management

• Record Keeping

• Health, Safety and Compliance

• Field Service Performance

• Coordination of Delivery and Implementation

• Customer Relationship Management

Essential Skills, Qualifications or Knowledge Required:

• Preference for more than 2 years of experience in warehouse operations, shipping coordination, or a similar role.

• Proven experience in inventory management and logistics coordination.

• Proficiency in inventory and shipping software, as well as Microsoft Office Suite (e.g., Excel, Outlook) and ideally Asana.

• Strong communication, interpersonal, and customer service skills.

• Excellent problem-solving and decision-making abilities.

• Attention to detail with strong organizational and time-management skills.

• Ability to work collaboratively in a fast-paced environment and adapt to shifting priorities.

• Knowledge of health and safety regulations in a warehouse setting.

The Detail of the Role

1. Inventory Management & Coordination of Shipments:

• Maintain accurate stock levels, perform routine cycle counts, and manage reorder points.

• Organize and label inventory for easy retrieval, reducing delays in order fulfillment.

• Coordinate with procurement to ensure stock replenishment aligns with shipping schedules.

• Schedule and manage the dispatch of goods to meet customer deadlines and project timelines.

• Liaise with carriers, freight forwarders, and third-party logistics providers to ensure efficient transportation.

• Track and verify the timely delivery of shipments and resolve any logistical issues.

2. Logistics Management & Record Keeping:

• Oversee the receipt of goods, ensuring they match purchase orders and are free from damage or defects.

• Document discrepancies, damaged goods, and ensure proper storage upon receipt.

• Manage return processes and replacements as needed, keeping detailed logs and advising accounts team of credit requirements.

• Optimize transportation selection based on delivery timelines and select cost-effective shipping methods to maximize efficiency.

• Coordinate with suppliers and internal teams to resolve delivery delays and improve logistical processes.

• Proactively maintain detailed records of inventory levels, shipping transactions, and receiving logs in the Inventory worksheet provided

• Ensure all documentation, including invoices, shipping manifests, and receipts, is accurate and easily accessible.

• Regularly use inventory and shipping software to track the movement of goods.

3. Health and Safety Compliance:

• Ensure the warehouse adheres to all health and safety regulations, including proper handling and storage of goods.

• Conduct regular safety audits and risk assessments to identify and mitigate hazards.

• Train warehouse staff on safety protocols and equipment usage ensuring that safety standards are met and risks are reduced.

• Where hazards or concerns are identified, escalate these to the COO and HR support for further review and feedback.

4. Field Service Performance

• Proactively track the performance of field service deliveries, ensuring timely and accurate execution.

• Identify bottlenecks in the delivery process and recommend improvements to increase efficiency to line manager.

• Collaborate with field teams to ensure service levels are met or exceeded.

5. Coordination of Delivery and Implementation:

• Manage the logistics of delivering physical hardware to client sites.

• Collaborate with project managers to ensure timely delivery aligns with installation schedules in Asana.

• Coordinate with warehouse staff or third-party suppliers to prepare hardware for deployment.

6. Customer Relationship Management:

• Maintain communication with operations and project teams regarding shipping updates, delays, or issues.

• Address logistical concerns or complaints in a timely manner to ensure satisfaction.

• Work with operations, scheduling and projects team to provide tailored solutions that meet their shipping and inventory needs.

7. Project Feedback and Reporting:

• Provide regular reports on shipping, inventory, and project progress to management and clients.

• Collect and relay feedback on logistical operations to drive improvements in efficiency.

• Assist in post-project reviews to evaluate the success of deliveries and identify areas for enhancement.

General Responsibilities

• Maintain superior levels of service standards to ensure the ultimate level of client satisfaction (i.e. provide quality communication, analysis and action of client feedback, achieve positive client satisfaction).

• Adhere to operational procedures as outlined by Company (i.e. attendance of meetings, punctuality, execution of leave procedures)

• Interact positively with staff members both within nominated division and outside of to create a harmonious working environment

• Adhere to Work Health and Safety requirements including home office cleanliness and staff safety.

• Ensure all company equipment (laptop, phone, tablets etc.) is used in accordance with Company procedures and any damage is reported to management.

• Ensure all potential risk of damage to company equipment is minimised and misuse of equipment is avoided

• Ensure feedback regarding strengths, weaknesses or conflict is proactively given, received, accepted and actioned

• Any other relevant duties as directed by management.

Additional Information

Flexibility: This role may require occasional flexibility in working hours to accommodate global support needs across different time zones. While standard working hours will be observed, there may be instances where additional or altered hours are necessary to ensure seamless support and service delivery.

Company DescriptionKepler Analytics is a fast-growing, innovative company at the forefront of retail analytics, using cutting-edge technology to help businesses better understand in-store customer behavior. Working at Kepler means being part of a global team that blends data science, software development, and client services to drive real-world results for some of the world’s top retail brands.

Company Description

Kepler Analytics is a fast-growing, innovative company at the forefront of retail analytics, using cutting-edge technology to help businesses better understand in-store customer behavior. Working at Kepler means being part of a global team that blends data science, software development, and client services to drive real-world results for some of the world’s top retail brands.