Inventory Coordinator

Inventory Coordinator
Department: Operations / Warehouse / Maintenance
Reports To:  Plant Manager
Position Type: Full-Time
Position Summary
The Inventory Coordinator is responsible for conducting daily finished goods (FG) inventory counts, maintaining accurate inventory records, and supporting the Maintenance Department with spare parts inventory management. This position ensures finished goods quantities are accurately tracked and reconciled, maintenance spare parts are properly inventoried and replenished, and parts work orders are accurately documented and maintained.
The Inventory Coordinator will work closely with Operations, Warehouse, and Maintenance personnel to ensure inventory accuracy, parts availability, and timely replenishment to support daily production and maintenance activities.
Essential Duties and Responsibilities
1. Finished Goods (FG) Inventory Management

- Perform daily physical counts of finished goods materials.

- Verify physical inventory against system quantities, production records, and inventory reports.

- Investigate inventory discrepancies and communicate findings to the appropriate personnel.

- Record and report daily inventory counts, adjustments, and variances in accordance with company procedures.

- Monitor finished goods inventory movements, including production completions, transfers, and shipments, as applicable.

- Maintain accurate and organized inventory records to support operational reporting and inventory accuracy.

- Communicate inventory shortages, excess quantities, and discrepancies to Operations and Warehouse leadership.

2. Maintenance Spare Parts Inventory

- Support the Maintenance Department in maintaining accurate spare parts inventory records.

- Conduct routine physical counts and cycle counts of maintenance spare parts.

- Verify on-hand quantities against inventory system records and investigate discrepancies.

- Maintain accurate part descriptions, part numbers, storage locations, and inventory quantities.

- Monitor spare parts usage and identify critical parts that need replenishment.

- Help establish and maintain minimum and maximum inventory levels for commonly used and critical spare parts.

- Ensure spare parts are properly stored, labeled, organized, and accessible to Maintenance personnel.

- Track parts issued to maintenance activities and ensure inventory records are updated accordingly.

3. Parts Replenishment and Purchasing Support

- Monitor spare parts inventory levels and identify items that require replenishment.

- Prepare and communicate replenishment requests based on established minimum stock levels, usage, and maintenance requirements.

- Coordinate with Purchasing and vendors, as needed, to follow up on parts orders and expected delivery dates.

- Track outstanding parts orders and communicate potential shortages or delays to Maintenance.

- Help prevent stockouts of critical maintenance parts while minimizing unnecessary or excess inventory.

- Verify received spare parts against purchase orders and receiving documentation, as assigned, and ensure inventory records are updated.

4. Maintenance Parts Work Orders

- Support the creation, tracking, and documentation of maintenance parts work orders in the applicable system.

- Ensure parts issued to work orders are accurately recorded and inventory quantities are adjusted accordingly.

- Track parts requirements for scheduled and corrective maintenance activities.

- Verify that parts used, returned, or remaining from maintenance work orders are properly documented.

- Coordinate with Maintenance Technicians and Supervisors to confirm parts availability and identify shortages before maintenance work begins.

- Assist with maintaining accurate records linking spare parts usage to the appropriate work orders, equipment, or maintenance activities.

- Follow up on open parts-related work orders and outstanding material requirements as needed.

5. Inventory Reporting and Recordkeeping

- Maintain accurate inventory spreadsheets, system transactions, count sheets, and supporting documentation.

- Prepare daily finished goods count reports and periodic spare parts inventory reports.

- Report inventory variances, low-stock items, pending replenishment needs, and discrepancies to management.

- Support periodic physical inventories, audits, and inventory reconciliation activities.

- Identify opportunities to improve inventory accuracy, parts organization, replenishment processes, and recordkeeping.

- Follow all applicable company policies, inventory control procedures, and safety requirements.

Qualifications and Requirements

- High school diploma or equivalent required.

- Previous experience in inventory control, warehouse operations, materials management, or maintenance parts coordination preferred.

- Basic proficiency in Microsoft Excel and other computer-based inventory systems.

- Experience with an ERP, inventory management, computerized maintenance management system (CMMS), or work order system is preferred.

- Strong attention to detail and ability to maintain accurate records.

- Good organizational, communication, and problem-solving skills.

- Ability to perform physical inventory counts and work directly with Warehouse, Operations, and Maintenance personnel.

- Ability to manage daily priorities and complete inventory counts and transactions accurately and on time.

Key Performance Expectations

- Completion and accuracy of daily finished goods inventory counts.

- Timely identification, investigation, and reporting of inventory discrepancies.

- Accuracy of maintenance spare parts inventory records.

- Timely identification and communication of replenishment requirements.

- Reduction of stockouts for critical maintenance spare parts.

- Accurate documentation of parts issued, returned, and charged to maintenance work orders.

- Timely updates to inventory systems and completion of assigned reports.

- Compliance with established inventory control procedures.

Working Relationships
The Inventory Coordinator will work closely with:

- Operations and Production

- Warehouse and Shipping/Receiving

- Maintenance Technicians and Supervisors

- Purchasing and Procurement

- Inventory Control and Management

Overall Objective
The primary objective of the Inventory Coordinator is to maintain accurate daily finished goods inventory while providing dependable inventory control and administrative support for maintenance spare parts, replenishment activities, and parts work orders. This position helps ensure inventory records reflect actual quantities, critical parts are available when needed, and materials are properly tracked throughout their use.