Warehouse Coordinator

JOB DESCRIPTION

Warehouse Coordinator

Santevia Water Systems Inc.

Department: Operations

Location: Delta, BC

Reports to: Warehouse Operations Manager

Works closely with: Supply Chain Lead + Financial Controller

Position Summary

The Warehouse Coordinator is a hands-on hybrid role: physical staging and shipment preparation combined with data and coordination ownership. The primary physical function is building and labelling pallets for Amazon FBA inbound shipments, 3PL transfers to Fulfillment.com (US), and B2B/wholesale customer orders - this is the core of the job and applicants should expect to spend a significant portion of each day working directly in the warehouse. In addition, the Warehouse Coordinator owns ERP inventory accuracy, cycle count scheduling and oversight, stock transfer coordination across Santevia's warehouses and 3PL locations, and discrepancy investigation. This role reports to the Warehouse Operations Manager and works closely with the Supply Chain Lead on supply timing and transfer strategy, and with Finance on inventory reconciliation.

Key Performance Indicators

• Amazon FBA, 3PL, and B2B pallet orders built, labelled, and dispatched accurately and on schedule.
• Inventory discrepancy rate below 1% of inventory value.
• Cycle counts completed on schedule with variances investigated and resolved within agreed timeframes.
• ERP inventory records maintained with high accuracy; discrepancies investigated promptly.
• Stock transfers coordinated on time in accordance with Supply Chain Lead’s planned timelines.

Primary Responsibilities

• Inventory Accuracy & ERP
• Maintain accurate inventory, transfer, receiving, production, and warehouse records within the company's ERP and inventory systems.
• Review and sign off on prior-day production forms, verifying inventory usage, production quantities, and reporting accuracy.
• Investigate discrepancies between production records, physical inventory, and inventory management systems and coordinate corrective action.
• Identify and implement opportunities to improve inventory accuracy, warehouse organization, stock transfer processes, and inventory controls.

Pallet Building & Physical Shipment Preparation

• Build and label pallets to Amazon FBA inbound specifications - correct SKU quantities, pallet dimensions, weight limits, and carton/pallet labels.
• Stage and prepare outbound 3PL transfer shipments to Fulfillment.com (US) including pallet build, labelling, and freight booking coordination.
• Build pallets for B2B and wholesale customer orders (Ecotrend, London Drugs, and similar) in accordance with retailer requirements.
• Coordinate physical receiving and put-away for inbound purchase orders alongside Miriam.
• Coordinate and manage stock transfers between Santevia warehouse and fulfillment locations in Canada, the United States, and the United Kingdom.
• Monitor inbound and outbound inventory movements, inventory in transit, and transfer completion.
• Oversee warehouse organization, inventory placement, and consolidation of pallets to maintain efficient use of warehouse space.

Cycle Counts & Audits

• Oversee inventory counts from planning through completion, including cycle counts and full physical inventory counts.
• Direct warehouse staff during count execution; serve as the primary point of accountability for count accuracy and completion.
• Review count results, investigate variances, and work with Finance to reconcile and resolve inventory discrepancies.
• Inventory Reporting
• Monitor inventory levels and material availability; identify shortages, discrepancies, or inventory risks and flag to the Purchasing Manager.
• Prepare and maintain reporting on inventory accuracy, stock transfers, production inventory, material availability, and warehouse activity.

Cross-functional Coordination

• Coordinate with warehouse teams, carriers, suppliers, production, and third-party partners to ensure inventory is received, transferred, and available as required.
• Work closely with the Supply Chain Lead on inbound supply timing, 3PL transfer strategy, and shortage escalation.
• Work with the Controller on inventory reconciliation and month-end discrepancy resolution.
• Escalate supply shortage and purchasing decisions to the Supply Chain Lead; escalate operational and personnel matters to the Warehouse Operations Manager.

Qualifications

• Experience in warehouse operations, inventory control, supply chain, logistics, or fulfillment.
• Experience using ERP or inventory management systems.
• Strong understanding of inventory movements, stock transfers, receiving, shipping, and physical inventory processes.
• Strong organizational, analytical, and problem-solving skills.
• High attention to detail and demonstrated ability to investigate inventory discrepancies.
• Ability to coordinate multiple inventory movements and operational priorities simultaneously.
• Experience with multi-location or international inventory movements is an asset.
• Proficiency with Excel or Google Sheets.
• Strong written and verbal communication skills.

Attributes We Look For

• Highly Organized: Able to keep inventory movements, counts, transfers, and warehouse priorities well structured and under control.
• Detail Oriented: Notices discrepancies quickly and takes pride in maintaining accurate inventory records.
• Accountable: Takes ownership of tasks from start to finish and follows through until issues are fully resolved.
• Proactive: Identifies potential inventory, warehouse, or transfer issues before they become larger problems.
• Analytical: Comfortable reviewing inventory data, identifying variances, and investigating root causes.
• Hands On: Willing to work directly in the warehouse when needed, including organizing inventory and preparing pallets for transfer.
• Reliable: Consistently completes work accurately and on schedule.
• Strong communicator: Communicates clearly with warehouse teams, Finance, production, carriers, and third-party partners.
• Problem solver: Approaches discrepancies and operational issues with a practical, solutions-focused mindset.
• Process-minded: Looks for ways to improve warehouse organization, inventory accuracy, and operational efficiency.

Daily Tasks

• Coordinate and prepare all outbound Amazon stock transfers.
• Coordinate and prepare all outbound distributor shipments.
• Build any LTL orders where fulfillment requires assistance.
• Prepare and coordinate all 3PL shipment transfers to FDC.
• Review inventory accuracy on all production orders prepared by the production team.
• Combine and wrap pallets to maintain inventory and warehouse organization.
• Assist Warehouse Operations Manager with ongoing warehouse operation projects and optimizations.