Warehouse Coordinator - Facilities, Real Estate, and Planning
Wake Forest University

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.Job Description SummaryThe Warehouse Coordinator is the primary point of contact for all visitors to the customer service counter and delivery drivers to the delivery dock. This position fulfills the duties of purchasing, receiving, warehousing, and invoicing for facilities operations.Job Description

Essential Functions:

• Provides daily administrative duties, including requisitioning all materials, parts, and supplies on time to support Facilities Operational teams utilizing the Workday ERP system and Asset Essentials (AE) work order system.

• Assists in reconciling purchases/returns and receiving against invoices in the appropriate systems.

• Responsible for adherence to all university and departmental policies and procedures related to inventory management and material purchasing.

• Aids Facilities, Real Estate, and Planning personnel in obtaining required quotations or recommending suppliers as necessary. They also assist in entering requisitions, receipts, and supplier invoice requests in Workday and A/E on their behalf.

• Aids coordinating the drop locations around campus for material delivery trucks.

• Matches receiving/packing lists with invoices for processing; verifies product quantities and pricing on invoices; reconciles supplier statements to resolve unpaid balances and other incurred changes, as well as monthly individual P-Card charges.

• Verifies information on invoices, processes and distributes invoices for appropriate signatures, and sends approved invoices to Accounts Payable, ensuring that supplier invoices are corrected and handled promptly.

• Retrieves warehouse parts for customers and records in the A/E to assigned work orders.

• Monitors inventory levels, reorders, and maintains mid/max levels as needed; assists in annual physical and cyclical inventory counts; reviews items for usage and adds new items as directed.

• Works with Facilities divisions on standardization of parts and keeps the warehouse organized, clean, and material easily identifiable.

• Directs deliveries to appropriate delivery sites, unloads/receives deliveries, and stages deliveries.

• Communicates to the requester to retrieve material from the warehouse and handles returns and outgoing shipments.

• Pick up parts from suppliers as needed.

• Develops working relationships with various vendors.

• Promote positive working relationships and partnerships with vendors, delivery personnel, and departmental and University personnel.

• Performs general office tasks, including answering emails, faxing, copying, answering phones, filing, and customer and supplier correspondence. Updates a calendar for meetings and tasks.

• Helps establish best practices to transition warehouse to barcoding/QR codes, staging/kiting for PMs, implementing industry best practices, and working to utilize mobile technology.

• Upholds the principles of inclusiveness, diversity, dialogue, collegiality, respect, knowledge, integrity, learning, awareness, and responsiveness.

Other Functions:

• Adheres to best practices for University safety guidelines (PPE) and controls.

• Secure, maintain, and record issuance and return of Freon containers from the Freon room to certified Facilities operations staff.

• Works closely with suppliers to get appropriate documentation as contracts require or resolve billing problems.

• Partners with procurement, accounts payable, and/or departmental personnel for problem resolution or process improvement.

• This position may be designated as essential personnel to support business continuity in the event of campus emergencies, disasters, or other special needs as directed by management. Essential personnel are subject to recall inside/outside their normal schedule. Additional details can be found in the Wake Forest University Policy on Weather Other Unusual Conditions.

• Performs other related duties as assigned.

• This position may be designated essential personnel to support business continuity during campus emergencies, disasters, or other special needs as directed by management. Essential personnel are subject to recall inside and outside their regular schedule. Additional details can be found in the Wake Forest University Policy on Weather and Other Unusual Conditions.

Required Education, Knowledge, Skills, and Abilities:

• High School plus 1-2 years of experience or equivalent combination of education and experience.

• Ability to deliver excellent customer service to a broad range of University personnel, visitors, and/or delivery personnel.

• Strong communication skills both verbally and in writing.

• Ability to interpret the needs of maintenance technicians.

Preferred Education, Knowledge, Skills, Abilities:

• Warehouse and inventory experience.

• Purchase order/invoice experience.

• Detail-oriented with the ability to organize workflow.

• Adaptable to technology and emerging software systems.

• Basic knowledge of MS Word, Excel, and Internet Browsers, including Google Chrome and G Mail.

• Ability to take direction, ask questions, and follow established processes and procedures.

• Ability to meet the requirements of the University's automobile insurance.

• Knowledge of maintenance inventory parts and standard industry classifications is strongly preferred.

• Ability to hold sensitive information confidentially.

Physical Requirements:

Medium work, exerting up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently and/or up to 10 pounds constantly to move objects. Stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing. Close visual acuity. Subject to both inside and outside environmental conditions. Subject to hazards; required to function in narrow aisles and passageways.

Accountabilities:

* Responsible for own work, under general supervision.

Environmental Conditions:

Subject to indoor and outdoor environmental conditions.

Disclaimer:

This position profile identifies the key responsibilities and performance expectations. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job DescriptionTime Type RequirementFull timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.

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