Warehouse Administrative Coordinator

Quality Marine•Los Angeles, CA

11d•$20 - $24•Hybrid

About The Position

The Warehouse Shipping Coordinator is responsible for providing administrative and operational support to the warehouse, with a strong focus on order processing, invoicing, shipping domestic and exports, fill out Air Will Bills, data entry, customer service, and coordination with the warehouse floor. This position serves as an important connection between the office and warehouse team, ensuring that customer orders are accurately processed, picked, packed, shipped, invoiced, and closed in a timely manner. The ideal candidate will have strong administrative and order-processing experience, excellent attention to detail, strong Excel skills, and the ability to work in a fast-paced warehouse environment. The individual must be comfortable communicating with warehouse personnel, monitoring orders throughout the fulfillment process, resolving issues, and providing professional customer service by email and phone. Experience with FedEx shipping software, shipping documentation, invoicing, billing, ERP/WMS systems, and wholesale distribution is highly preferred.

Requirements

2–4+ years of administrative, order-processing, shipping, billing, or warehouse coordination experience.
Strong data-entry skills.
Excellent attention to detail.
Strong organizational and time-management skills.
Good to advanced Microsoft Excel skills.
Strong written and verbal communication.
Professional email communication skills.
Customer-service-oriented mindset.
Ability to manage multiple priorities simultaneously.
Ability to work effectively with warehouse personnel.
Ability to work in a fast-paced distribution environment.
Sorting and filtering in Excel.
Basic formulas in Excel.
Data organization and validation in Excel.
Basic reporting in Excel.

Nice To Haves

Experience with FedEx Ship Manager or similar shipping software.
Experience with invoicing and billing.
Experience with ERP or WMS systems.
Experience in wholesale distribution.
Experience in the pet, aquarium, or specialty-product industry.
Experience coordinating high-volume customer orders.
Experience with freight and carrier billing.
VLOOKUP/XLOOKUP in Excel.
SUMIF/COUNTIF in Excel.
Pivot tables in Excel.

Responsibilities

Monitor customer orders from initial processing through final shipment.
Review orders for accuracy, availability, customer requirements, and shipping information.
Coordinate with the warehouse team to ensure orders are released for picking.
Monitor the status of orders during picking, packing, shipping, and carrier pickup.
Identify orders that are delayed, incomplete, short, or have other issues.
Follow up with the warehouse floor to ensure orders are completed on schedule.
Prioritize urgent or time-sensitive orders.
Communicate order status and issues to the appropriate departments.
Ensure orders are properly completed and closed in the system.
Process and monitor shipments using FedEx and other carrier systems.
Create shipping labels and shipping documentation.
Verify shipping addresses, service levels, weights, dimensions, and tracking information.
Monitor daily carrier pickups and shipment completion.
Review shipment information for accuracy before orders leave the warehouse.
Track delayed, refused, damaged, or returned shipments.
Research shipping discrepancies and communicate with carriers when necessary.
Maintain accurate shipping records.
Support shipping cost and billing reconciliation.
Assist with freight and shipping claims.
Process customer invoices accurately and on time.
Review orders and shipments to ensure invoices match the products and quantities shipped.
Verify pricing, discounts, freight, and other applicable charges.
Identify billing discrepancies and coordinate corrections.
Assist with shipping billing and freight reconciliation.
Maintain accurate records of invoices and shipping documentation.
Work closely with Accounting to resolve billing issues.
Support month-end invoicing and reconciliation activities.
Perform accurate and timely data entry.
Maintain customer, order, shipping, and invoice information.
Create and maintain Excel spreadsheets and reports.
Use Excel to track orders, shipments, billing, and operational metrics.
Perform sorting, filtering, calculations, and basic data analysis.
Identify discrepancies between system information and physical/shipping documentation.
Maintain organized electronic and physical records.
Communicate directly with pickers, packers, receivers, and shipping personnel.
Follow up on pending or incomplete orders.
Confirm product availability and order status.
Communicate shortages, substitutions, damages, and discrepancies.
Help coordinate priorities between the office and warehouse floor.
Escalate operational problems to the Warehouse Manager.
Maintain clear communication between customer service, warehouse, and operations.
Support the warehouse team in meeting daily shipping deadlines.
Respond to customer inquiries professionally and promptly.
Provide order status, tracking information, invoice information, and shipping updates.
Investigate customer questions related to shipments and orders.
Coordinate internally to resolve customer issues.
Communicate delays or discrepancies professionally.
Maintain a positive and customer-focused attitude.
Ensure written communication is clear, professional, and accurate.
Review orders before shipment to identify potential errors.
Verify quantities, SKUs, customer information, and shipping details.
Monitor picking and packing discrepancies.
Document order errors and recurring issues.
Work with the warehouse team to identify root causes.
Help reduce mis-picks, short shipments, incorrect shipments, billing errors, shipping errors, and customer complaints.
Prepare daily order and shipping status reports.
Track orders received, processed, shipped, and pending.
Identify orders that require immediate attention.
Communicate daily priorities to the warehouse team as directed by management.
Provide management with updates regarding order flow and shipping issues.
Maintain accurate operational records.
Actively follow issues through resolution, including incorrect orders, product unavailability, packing delays, shipping label issues, pickup problems, address discrepancies, invoice discrepancies, short shipments, damaged shipments, and order delays on the warehouse floor.