Sales and Fulfillment Coordinator

Job Summary:

The Sales and Fulfillment Coordinator will be responsible for managing all post-purchase customer interactions ensuring seamless order fulfillment, shipping coordination, and inventory management. Acting as a link between Sales/Marketing and Production, this individual will be responsible for handling customer order inquiries, coordinating order fulfillment and shipping tasks, packaging and shipping online orders, and managing inventory levels for certain production supplies. Additionally, this role will coordinate logistics-related responsibilities, including scheduling freight shipments, freight quoting, preparing bills of lading, and tracking shipments. The position is critical to providing high customer satisfaction and enhancing operational efficiency.

Duties/Responsibilities:

Customer Service and Communication

· Act as the primary point of contact for post-purchase inquiries related to order status, shipping updates, and payment matters for B2B and online customers.

· Proactively communicate order progress and notify customers of key milestones (order received, nearing shipment, shipped) or any unexpected delays.

· Schedule shipments via LTL carriers, UPS, and other freight services, ensuring proper coordination.

· Investigate and resolve issues related to delayed shipments, incorrect orders, or payment discrepancies.

· Collaborate with the Sales and Marketing Manager to maintain consistent messaging across the website, online platforms, social media, and automated notification systems (email and text).

· Ensure all pre-shipment payment terms (deposits, etc.) are met prior to releasing material.

· Relay customer interactions to be documented in CRM and ensure timely follow-up.

Order Fulfillment & Shipping Coordination

· Process and fulfill all online orders, including sample orders: assembling, packaging, loading and shipping products to customers.

· Collaborate with the production team to ensure that orders are prepared accurately and shipped on time.

· Print shipping labels from third-party sales platforms (Shopify, Wayfair, Etsy, and Amazon). Pack boxes with appropriate merchandise to the customer’s order.

· Prepare and verify shipping documents, including bills of lading and packing lists, ensuring accuracy.

· Contact carrier representatives to schedule pickups, issue shipping instructions, and coordinate deliveries for truckload (TL) and less-than-truckload (LTL) shipments.

· Record shipment data, including weight, charges, space availability, and discrepancies, for reporting, accounting, and recordkeeping purposes.

· Examine incoming and outgoing shipments to verify contents against manifests, BOLS, invoices, or orders.

Production Coordination

• Communicate with the production team to stay updated on product availability, lead times, and order progress.
• Ensure that any changes in production schedules affecting order fulfillment are communicated to customers.
• Assist in identifying and potential operational bottlenecks that may impact customer orders and collaborate on potential resolutions.
• Assist in production areas, particularly in assembling and preparing paneling packs during downtime when necessary.

Inventory Management

• Maintain optimal inventory levels for fulfillment-related supplies, including boxes, sample stickers, shipping materials, and other necessary production items.
• Conduct weekly/monthly inventory counts for reporting and planning purposes.
• Place reorders for supplies as needed.
• Track and store shipping materials and supplies, ensuring appropriate stock levels are maintained.

Process Improvement

• Identify and implement improvements to post-purchase workflows, including customer communications, fulfillment processes, and inventory management.
• Collaborate with cross-functional teams to optimize efficiency and enhance customer experience.
• Develop and refine processes for tracking order fulfillment performance and shipment accuracy.
• Other duties may be assigned.

Key Skills and Qualification Preferences:

• Strong writing skills with emphasis on professional tone, spelling and grammar.
• Strong interpersonal and verbal communication skills for handling customer interactions professionally and effectively.
• Strong organizational and multitasking abilities to manage multiple orders, inquiries, and inventory tasks simultaneously.
• Familiarity with CRM systems (e.g., Salesforce, HubSpot) is ideal.
• Experience in customer service, order fulfillment, shipping coordination, or logistics is preferred.
• Problem-solving mindset with a proactive approach to addressing challenges.
• Basic understanding of inventory control, order fulfillment, and shipping logistics.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and shipping platforms (UPS, FedEx, etc.).
• Ability to work collaboratively with cross-departmental teams.

Required Education

• High School Diploma or GED

Other Requirements

· Must live in the Laramie, WY area (no relocation or housing/hotel assistance offered)

PHYSICAL DEMANDS

· Physical Demands

· Walk C (Constantly) Sit O (Occasionally)

· Handling / Fingering C (Constantly)

· Reach Outward C (Constantly)

· Reach Above Shoulder O (Occasionally)

· Climb O (Occasionally)

· Squat or Kneel O (Occasionally)

· Bend F (Frequently)

· Lift/Carry Stand C (Constantly)

o 10 lbs or less C (Constantly)

o 11-20 lbs C (Constantly)

o 21-50 lbs F (Frequently)

o 51-100 lbs F (Frequently)

o Over 100 lbs O (Occasionally)

· Push/Pull

o 12 lbs or less C (Constantly)

o 13-25 lbs C (Constantly)

o 26-40 lbs F (Frequently)

o 41-100 lbs O (Occasionally)

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs/day)

Other Physical Requirements

• Vision (Near, Distance, Peripheral, Depth Perception)

• Sense of Touch

• Ability to wear Personal Protective Equipment (PPE) (hearing protection, safety shoes, safety

glasses and/or cut gloves)

Work Environment

Work is performed indoors in a manufacturing setting with regular exposure to cold, heat, noise, inks,

and moving machines/equipment.

Equal Opportunity Employer

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

Centennial Woods is a drug-free employer.

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Cell phone reimbursement
• Dental insurance
• Health insurance
• Life insurance
• Opportunities for advancement
• Paid time off
• Vision insurance

Compensation Package:

• Bonus opportunities
• Holiday pay
• Hourly pay
• Overtime pay

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $19 - $20