Program Coordinator, Surplus Warehouse Operations

University of Washington • Seattle, WA

10d • $47,256 - $63,156

About The Position

Surplus Receiving & Warehouse Operations is hiring a Program Coordinator to support the daily operations of the UW Surplus Property program. Under the direction of the Program Support Supervisor for Receiving & Warehouse Operations, the role performs work related to receiving, inventory and warehouse operations, asset management, and sales. It serves UW departments and external customers by providing guidance on purchasing and disposal policies and compliance requirements, while supporting accurate inventory management and safe warehouse operations.

The coordinator provides customer service and administrative support; processes surplus property requests and maintains inventory records and program documentation; receives, inspects, organizes, and tracks property; and supports compliance, safety, reporting, and workflow coordination. The position also prepares online auction listings, researches markets and fair market values, conducts retail sales, and recommends process and equipment improvements. It may provide direction and assignments to Moving and Surplus staff working in Receiving.

The standard schedule is Monday and Wednesday through Friday, 7:30 a.m. to 4:00 p.m., and Tuesday, 8:00 a.m. to 4:30 p.m. Work is normally performed in interior warehouse and office environments, with possible outdoor work exposed to variable weather. Substantial footwear must be provided by the employee. The position requires regular, predictable attendance and work in a non-smoking environment. The role is a regular, 100% FTE position.

Requirements

• High school graduation or equivalent and two years of experience in auction coordination, warehouse operations, retail operations, materials management, or inventory management; equivalent education and/or experience may substitute for minimum qualifications, except where legal requirements apply.
• Excellent customer service skills.
• Strong organizational and problem-solving skills.
• Ability to maintain and model composure in a fast-paced, dynamic, customer-service-driven environment.
• Flexibility to meet changing business and customer needs.
• Excellent oral, written, and interpersonal communication skills, including the ability to communicate clearly and effectively.
• Ability to work effectively in a team environment.
• Proficiency with personal computing environments, Microsoft Office Suite, proprietary databases, web-based tools, and other proprietary software, or willingness to learn and use computers and related software.
• Ability and willingness to learn and operate a forklift.
• Ability to lift, push, or pull 0–50 pounds unassisted and 50–100+ pounds with assistance.
• Ability to perform work involving walking, lifting, reaching, grasping and handling, bending, kneeling, sitting, stooping, twisting, and standing for long periods.
• Ability to provide substantial footwear at personal expense.
• Ability to work in a non-smoking environment and maintain regular, predictable attendance.

Nice To Haves

• Experience in inventory management.
• Experience operating material-handling equipment.
• Experience identifying hazardous and regulated materials.
• Experience with process improvement.

Responsibilities

• Serve as a primary contact for UW departments, government agencies, nonprofit organizations, and the public regarding Surplus Property services.
• Receive, review, and process Surplus Property request forms; assess needs, impact, and urgency; ensure compliance; communicate updates; and prepare and distribute inventory tags and related documents.
• Monitor department email accounts and respond to inquiries and service requests in a timely and accurate manner.
• Maintain inventory records and database information to support operational efficiency, accountability, records management, and audits.
• Coordinate recycling and waste pickups, including materials requiring specialized disposal.
• Develop, update, and maintain standard operating procedures and program documentation, and submit revisions for management review and approval.
• Prepare inventory and operational reports to support planning, performance measurement, and decision-making.
• Provide direction and assignments to Moving and Surplus staff working in Receiving as needed.
• Receive, unpack, inspect, sort, and distribute incoming surplus property; verify condition, quantity, and accuracy against shipping documents and resolve discrepancies.
• Ensure surplus property is accurately labeled, described, entered into the database, and properly dispositioned.
• Select warehouse storage locations and organize property to maximize space, maintain material flow, and accommodate current and incoming inventory.
• Conduct physical inventories and ongoing inventory audits, and prepare weekly, monthly, and annual inventory reports.
• Coordinate with other Surplus Program Coordinators to maintain continuity, share workload, provide coverage, take on higher-level duties as needed, and participate in special projects.
• Advise the campus community on surplus disposal policies, procedures, requirements, and alternative disposal options.
• Ensure compliance with University policies, applicable WACs, RCWs, and other regulations governing surplus property disposition and disposal.
• Guide customers on EH&S requirements, including decontamination and cleaning documentation, conditional acceptance criteria, and items that cannot be accepted for safety, regulatory, or program reasons.
• Identify hazardous and regulated materials and follow established handling and disposal procedures.
• Coordinate with EH&S on inspections and disposal requests.
• Ensure safety practices and University policies are followed when storing, handling, and relocating surplus property.
• Safely operate forklifts and other material-handling equipment to load, unload, transport, store, and relocate property, materials, equipment, and supplies.
• Prepare online auction listings by writing detailed item descriptions and photographing surplus property.
• Research markets for specialized surplus property and determine fair market values.
• Plan, prioritize, and schedule online auction listings to meet deadlines.
• Conduct retail sales of surplus property to UW departments, government agencies, nonprofit organizations, and the public.
• Evaluate workflows and recommend improvements to warehouse operations, receiving, inventory management, customer service, and operational efficiency.
• Research equipment and supply needs, develop specifications, and recommend purchases to support safe and effective operations.

Benefits

• The posting describes outstanding employee benefits and opportunities for professional growth; details are provided through the UW staff benefits website.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED