Program Coordinator, Surplus Warehouse Operations

University of Washington•Seattle, WA

About The Position

The Program Coordinator supports the daily operations of the University of Washington Surplus Property program under the direction of the Program Support Supervisor for Receiving & Warehouse Operations. The role covers 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 maintaining accurate inventory and safe warehouse operations. The position provides customer service and administrative support; receives, inspects, tracks, stores, and dispositions surplus property; advises on safety and regulatory compliance; prepares online auction listings and conducts retail sales; and contributes to process improvement. The role also coordinates recycling and waste pickups, maintains program documentation and reports, and provides operational support and work direction to Moving and Surplus staff in Receiving as needed. Work is normally performed in interior warehouse and office environments, with possible outdoor work in variable weather. The position requires the ability to lift and move heavy materials and to use material-handling equipment. Substantial footwear must be provided by the employee. The standard schedule is Monday and Wednesday through Friday, 7:30 a.m.–4:00 p.m., and Tuesday, 8:00 a.m.–4:30 p.m. Regular and predictable attendance is required, and work must be performed in a non-smoking environment.

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 or experience may substitute, except where legal requirements apply.
Excellent customer service skills.
Strong organizational and problem-solving skills.
Ability to remain composed in a fast-paced, changing, 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 computers, 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 work in a non-smoking environment and maintain regular, predictable attendance.
Substantial footwear is required and must be provided by the employee.

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 customer needs, impact, and urgency; and communicate updates.
Ensure compliance with University rules and regulations and advise customers on surplus property purchasing, disposal, and related requirements.
Prepare and distribute inventory tags and related documentation; monitor department email accounts and respond to customer inquiries and service requests.
Maintain accurate inventory records and database information for operational efficiency, accountability, records management, and audits.
Coordinate recycling and waste pickups, including materials requiring specialized disposal.
Develop and maintain standard operating procedures and program documentation, proposing revisions and submitting them for management review and approval.
Prepare inventory and operational reports for program 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 and quantity against shipping documentation 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 inventory.
Conduct physical inventories and ongoing audits; prepare weekly, monthly, and annual inventory reports.
Provide cross-functional support to other Surplus Program Coordinators, including workload sharing, operational coverage, higher-level duties as needed, and participation in special projects.
Advise the campus community on surplus disposal policies and procedures, recommend alternatives when appropriate, and ensure compliance with University policies, WACs, RCWs, and other applicable regulations.
Provide guidance on Environmental Health & Safety requirements, including decontamination and cleaning documentation, conditional acceptance criteria, and items that cannot be accepted.
Identify hazardous and regulated materials and follow established handling and disposal procedures; coordinate inspections and disposal requests with EH&S.
Follow safety practices and University policies when storing, handling, and relocating surplus property.
Safely operate forklifts and other material-handling equipment to load, unload, transport, store, and relocate property and materials.
Prepare online auction listings by writing item descriptions and photographing surplus property; research markets and determine fair market values for specialized property.
Plan and prioritize auction listings and timelines, and conduct retail store sales to UW departments, agencies, nonprofits, 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.
Demonstrate integrity, accountability, organization, attention to detail, professionalism, adaptability, problem-solving, and a commitment to a safe work environment.