Sample Room Coordinator

VPI•Appleton, WI

6d•Onsite

About The Position

The Sample Room Coordinator is responsible for the accurate and efficient picking, packing, and shipping of customer sample orders. This role involves coordinating daily shipping activities, managing inventory, serving as a primary customer contact for sample-related inquiries, and maintaining departmental records. The coordinator will also collaborate with various internal departments to ensure timely fulfillment of sample requests and identify opportunities for process improvements. The position requires adherence to safe work practices and company policies.

Requirements

High school diploma or equivalent required.
Ability to work independently, exercise sound judgment, and resolve routine operational issues with minimal supervision.
Demonstrated ability to work independently and manage a function with minimal supervision.
Ability to maintain confidentiality and represent the company professionally when interacting with customers.

Nice To Haves

Minimum two (2) years of experience in shipping, inventory control, warehouse operations, customer service, manufacturing support, or a related field preferred.
Strong organizational and time management skills with the ability to manage multiple priorities.
Demonstrated attention to detail and commitment to accuracy.
Strong verbal and written communication skills with the ability to interact professionally with customers, vendors, and internal departments.
Working knowledge of shipping systems, inventory management practices, and ERP-based order processing systems preferred.
Proficiency with Microsoft Office applications and business systems such as Business Central, BPCS/LX, ORD700, or similar systems preferred.

Responsibilities

Pick, pack, and ship customer sample orders accurately and in accordance with customer specifications and company standards.
Review orders and special instructions to ensure products, quantities, packaging requirements, and shipping methods are correctly fulfilled.
Coordinate daily shipping activities, including generating shipping documents, processing shipments through carrier systems, scheduling pickups, and resolving routine shipping issues.
Enter and maintain order, tracking, inventory, and shipment information within Business Central, BPCS/LX, ORD700, and other company systems as required.
Serve as the primary customer contact for Sample Room inquiries, shipment status, sample requests, and routine order-related communication.
Monitor Sample Room inventory levels and communicate replenishment needs to the appropriate departments.
Receive incoming materials and maintain accurate inventory records.
Conduct quality checks to verify order accuracy, product condition, labeling, packaging, and customer requirements prior to shipment.
Maintain organized inventory locations, workstations, shipping materials, and storage areas.
Respond to phone calls, emails, and other communications in a professional and timely manner.
Generate, maintain, and file required departmental records, shipping documentation, and tracking information.
Coordinate with Customer Service, Sales, Production, Purchasing, and other departments to ensure timely fulfillment of customer sample requests.
Identify and communicate opportunities for improvements in quality, efficiency, inventory control, and customer service.
Escalate requests involving expedited shipping, overtime, or exceptions to standard procedures to the Production Supervisor for approval.
Maintain safe work practices and comply with company policies and procedures.
Serve as the primary resource for day-to-day Sample Room operations and ensure continuity of service to customers.