Warehouse Clerical

Located in Baltimore, MD

The Warehouse Clerical & Logistics Coordinator is responsible for coordinating the administrative, documentation, communication, and scheduling functions associated with all inbound and outbound warehouse activity. This position serves as a key communication link between customers, carriers, warehouse management, and warehouse personnel to ensure shipments are properly documented, scheduled, and processed.

 

 

The coordinator is expected to maintain accurate records, respond to emails and requests in a timely and professional manner, proactively follow up on open items, and communicate issues that could affect warehouse operations or customer service.

 

Pay: $20
Schedule: Monday - Friday 8am-5pm

Inbound Coordination

• Schedule inbound deliveries based on warehouse capacity, dock availability, labor requirements, and operational availability.
• Receive and review inbound shipment documentation prior to scheduled delivery.
• Verify required documentation is complete and accurate, including delivery orders, packing lists, bills of lading, purchase orders, and other applicable documents.
• Communicate scheduled inbound activity to warehouse management and appropriate warehouse personnel.
• Maintain an organized and current schedule of upcoming inbound shipments.
• Follow up with customers or carriers when required information or documentation is missing.
• Enter and update inbound shipment information in the appropriate warehouse management/3PL system.
• Maintain accurate electronic and/or physical records for completed inbound shipments.

Outbound Coordination

• Schedule outbound pickups based on customer requests, warehouse readiness, and available appointment times.
• Review outbound orders and paperwork before releasing shipments to warehouse operations.
• Ensure warehouse personnel have the correct documentation and instructions before loading.
• Prepare, organize, and distribute bills of lading, delivery orders, packing lists, and other required outbound documents.
• Coordinate appointment changes, cancellations, late arrivals, and rescheduling.
• Confirm completed outbound shipments and maintain accurate shipment records.
• Communicate discrepancies or shipment issues to the Warehouse Manager immediately.

Email & Customer Communication

• Monitor warehouse-related email throughout the workday.
• Respond to customer, carrier, and internal emails in a timely and professional manner.
• Acknowledge requests promptly even when additional research or warehouse confirmation is required before providing a complete response.
• Do not allow an email or request to remain unanswered solely because the final information is not yet available; provide an acknowledgment and follow up when the information is confirmed.
• Follow up on unanswered questions, missing paperwork, appointment requests, and shipment discrepancies.
• Maintain clear communication regarding shipment status, scheduling, documentation, and operational issues.
• Escalate urgent or unresolved issues to the Warehouse Manager when appropriate.

Scheduling & Appointment Control

• Serve as the administrative control point for inbound and outbound warehouse appointments.
• An appointment is not considered confirmed until required documentation has been received and reviewed and warehouse scheduling availability has been verified.
• Coordinate with warehouse leadership before accepting appointments that may significantly impact labor, dock availability, equipment, or warehouse capacity.
• Prevent unapproved or improperly documented shipments from being added to the confirmed warehouse schedule without appropriate authorization.
• Maintain the daily and upcoming inbound/outbound appointment schedule and communicate changes promptly.
• Help prevent overbooking, scheduling conflicts, and avoidable last-minute operational disruptions.
• Provide warehouse personnel with adequate advance notice of scheduled activity so labor and equipment can be planned appropriately.

Documentation & Recordkeeping

• Maintain organized electronic and physical shipment files.
• Ensure inbound and outbound paperwork is properly completed and retained.
• Enter and update shipment information accurately in the company's warehouse management/3PL system.
• Scan, upload, file, and distribute shipment documentation as required.
• Assist with researching shipment records when customers or management request information.
• Identify paperwork discrepancies before they become inventory, operational, or billing issues.
• Maintain confidentiality and accuracy when handling customer and company records.

Performance Expectations

• Maintain timely and professional email communication and follow-up.
• Keep inbound and outbound schedules accurate and current.
• Minimize scheduling conflicts and prevent avoidable operational surprises.
• Ensure warehouse personnel receive proper documentation before processing shipments.
• Maintain accurate and organized shipment records.
• Proactively follow up rather than allowing unanswered requests or incomplete paperwork to remain unresolved.
• Communicate problems to warehouse management before they negatively affect operations or customers.
• Demonstrate ownership of the administrative flow of inbound and outbound activity from initial request through completion.

Qualifications

• Previous experience in warehouse administration, logistics, transportation, shipping/receiving, or customer service preferred.
• Strong organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple shipments, appointments, and customer requests simultaneously.
• Proficiency with Microsoft Outlook, Excel, and other Microsoft Office applications.
• Experience with warehouse management systems (WMS) or 3PL systems preferred.
• Strong attention to detail and documentation accuracy.
• Ability to work effectively in a fast-paced warehouse environment.
• Ability to communicate professionally with customers, carriers, drivers, warehouse employees, and management.

Key Skills

Scheduling • Customer Communication • Shipping & Receiving Documentation • Email Management • 3PL/WMS Data Entry • Microsoft Excel • Microsoft Outlook • Recordkeeping • Problem Solving • Organization • Attention to Detail • Warehouse Coordination

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