Off-Site Materials Coordinator

1. Occupational Summary Objective: Manage the coordination of materials, including raw materials, finished goods, and supplies, stored at offsite warehouses in Gainesville and DFW. Ensure timely, accurate, and efficient movement of materials between offsite storage and the main warehouse. This role aims to optimize space utilization, minimize costs, and maintain inventory accuracy at both locations. This position works under general supervision. Authorities: This position has the authority to coordinate with offsite storage facilities and transportation providers, approve material transfer requests and schedule shipments, resolve discrepancies in inventory and shipping records and invoices, and implement process improvements to enhance material handling efficiency. 2. Essential Functions (Duties and Responsibilities) Main Function Responsibilities 1) Inventory Management: a) Conduct cycle counts to ensure inventory accuracy at offsite locations. b) Perform material and facility audits to maintain compliance with company standards. c) Monitor inventory levels and maintain accurate records of material movements. d) Analyze demand to coordinate the rotation of inventory to optimize stock levels. 2) Material Handling and Coordination: a) Schedule the preparation, shipment, and storage of materials at offsite locations. b) Manage the return of materials from offsite storage to the main warehouse upon request. c) Coordinate offsite material dispatch and ordering based on demand analysis. d) Consolidate shipments and storage to maximize efficiency and reduce costs. 3) Communication and Coordination: a) Communicate with vendors, transportation providers, and internal departments to ensure smooth operations, including coordinating delivery schedules, resolving shipment issues, and maintaining open lines of communication to facilitate timely and accurate material movements. b) Manage inventory software or databases for tracking materials. 4) Auditing and Compliance: a) Conduct regular audits of offsite inventory to ensure accuracy and compliance with company policies, including physical counts, reconciliation with inventory records, and investigation of any discrepancies found, ensuring corrective actions are implemented promptly. b) Validate, reconcile, code, and approve invoices related to offsite storage and transportation. c) Audit invoices for services related to material logistics to ensure accuracy and compliance with contractual agreements. d) Ensure compliance with safety regulations at offsite locations. 5) Reporting and Documentation: a) Generate reports on material movements, inventory levels, and storage costs. b) Manage Proof of Delivery (POD) documentation for entries and exits of materials.

Qualifications:

3. Qualification Requirements A. Education & Qualification • High School Diploma or equivalent • Valid driver's license and good driving record required B. Work Experience • Requires a minimum of 3 years of experience in warehouse operations, logistics, or supply chain management. • Knowledge of transportation and logistics processes. C. Professional Skills • Strong organizational and planning skills. • Excellent communication and negotiation abilities. • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) required for data analysis and reporting. D. Behavioral Skills • Attention to detail and accuracy. • Problem-solving and analytical thinking required for resolving discrepancies in inventory and invoicing. • Ability to work independently and as part of a team. • Adaptability and flexibility in a dynamic work environment. E. Desirable Aspects • Experience in managing offsite materials or warehouse operations. • Knowledge of safety regulations related to materials handling. • Experience with inventory tracking software. • Experience with Lean manufacturing methodologies. Physical Demands: This position requires extended periods of sitting while working with computers and viewing computer monitors and other office equipment. Finger dexterity needed in using misc. office equipment such as telephone, computer and copy machine, etc. Bending, stooping, reaching, and lifting up to approximately thirty five pounds are required during tasks related to the job. These physical demands are typically required on a daily basis. Additional Physical Requirements: The role may require the operation of material handling equipment, such as forklifts or pallet jacks, to move materials within the warehouse or offsite locations. Training and certification in the operation of such equipment may be required. Work environment: The work environment includes office setting with moderate office noise and warehouse setting without climate control.