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Key Responsibilities and Required Skills for Cargo Inventory Coordinator

💰 $ - $

LogisticsSupply ChainCargo OperationsInventory ManagementWarehouse

🎯 Role Definition

The Cargo Inventory Coordinator ensures the integrity, accuracy and availability of cargo inventory data across terminals and warehouses. Acting as the primary point of contact for inventory reconciliation, the coordinator drives cycle counts, manages discrepancy investigations, interfaces with carriers and customs brokers, and provides actionable inventory analytics to operations, commercial and compliance teams. This role balances operational responsiveness with process discipline to minimize loss, reduce detention/demurrage costs and support on-time shipment performance.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Inventory Clerk
  • Cargo Handler / Freight Handler
  • Logistics Coordinator / Shipping & Receiving Clerk

Advancement To:

  • Inventory Supervisor / Team Lead – Cargo Inventory
  • Cargo Operations Supervisor / Manager
  • Supply Chain Analyst / Inventory Manager

Lateral Moves:

  • Cargo Operations Coordinator
  • Freight Documentation Specialist
  • Customs & Compliance Coordinator

Core Responsibilities

Primary Functions

  • Conduct and own routine and ad-hoc cycle counts, physical inventories and full reconciliation activities across multiple facilities and transit locations, ensuring variance thresholds are investigated, documented and resolved within SLA.
  • Maintain accurate cargo inventory records in WMS/ERP systems (e.g., SAP, Oracle WMS, Manhattan) including receiving, putaway, location transfers, disposals, and write-offs while ensuring traceability of cargo movement.
  • Lead discrepancy investigations for missing, overages, mislabels or damaged cargo by cross-referencing bills of lading, freight manifests, EDI transmissions, carrier confirmations and warehouse receipts, and propose root-cause corrective actions.
  • Coordinate inbound and outbound cargo documentation (manifests, packing lists, bills of lading, airway bills, arrival notices), ensuring records are complete, filed and associated to inventory transactions in the WMS.
  • Interface daily with operations supervisors, carriers, freighters, freight forwarders and customs brokers to resolve inventory hold-ups, locate misplaced cargo and expedite release or re-routing as required.
  • Execute and validate cargo disposition decisions — salvage, return-to-sender, rework, or destruction — working with commercial and legal teams to obtain approvals and update inventory ledgers.
  • Monitor in-transit inventory and interchange between terminals; track ETA vs actual arrival and update system status, communicating impacts to operations and customer service teams.
  • Prepare and deliver regular inventory performance reports and KPIs (cycle count accuracy, shrinkage rate, days of inventory, aging, location utilization) to management and continuous improvement teams using Excel, Power BI or similar tools.
  • Manage cycle count schedules, resource assignments and backlog remediation plans to reduce counting liabilities and improve audit readiness across high-value, hazardous or temperature-controlled cargos.
  • Enforce inventory controls and ensure compliance with regulatory requirements (IATA, IMO, customs regulations, hazardous materials handling) and company SOPs; escalate non-compliance immediately.
  • Implement and document inventory control processes, standard work and SOPs; drive process improvements to reduce mismatches, increase scan rates and lower detention/demurrage exposure.
  • Audit and validate barcodes, RFID tags and labeling integrity on cargo packages and pallets; coordinate resequencing and relabeling when necessary to maintain item traceability.
  • Reconcile accounting inventory adjustments with finance teams, preparing supporting documentation for write-offs, claims, recoveries and insurance submissions.
  • Process and manage claims for lost or damaged cargo with carriers and insurers; collect evidence, prepare claim packages and follow through to settlement in collaboration with claims administrators.
  • Train and mentor warehouse and operations staff on inventory handling best practices, WMS transaction protocols and accurate scanning techniques to reduce manual errors.
  • Support inbound quality inspection procedures including quantity checks, damage assessments and quarantine movements for suspect cargo; facilitate release once cleared.
  • Manage hold/release workflows for customs or compliance holds, ensuring paperwork is completed and inventory status is updated to prevent inadvertent shipments.
  • Coordinate seasonal and peak-period inventory plans with planning, procurement and transportation teams to ensure capacity and minimize stockouts or overages.
  • Participate in root cause analysis for recurring inventory issues (cycle count variances, mis-picks, inventory shrink) and lead cross-functional corrective action plans with measurable outcomes.
  • Liaise with IT and WMS/ERP application teams to clarify transaction flows, test inventory-related fixes, and validate data integrity after system changes or upgrades.
  • Support audit activities (internal and external) by providing transaction histories, reconciliation documentation and rationale for inventory adjustments.
  • Monitor and control access to inventory locations, manage location master data integrity and recommend slotting or layout changes to improve inventory accuracy and picking efficiency.
  • Coordinate returns processing, reverse logistics and disposition inventory flows, updating systems and communicating status to stakeholders and customers.

Secondary Functions

  • Support ad-hoc reporting requests, data extracts and exploratory analysis for inventory trends, exception patterns and carrier performance.
  • Assist continuous improvement or Lean initiatives focusing on inventory accuracy, barcode scanning rates and reduction of manual handling steps.
  • Participate in cross-functional project teams for WMS/ERP rollouts, process redesigns, and cargo handling pilot programs.
  • Support vendor and carrier onboarding for inventory transaction requirements including EDI mapping and documentation standards.
  • Help prepare monthly and quarterly inventory reconciliations for finance, including variance explanations and action plans to remediate recurring discrepancies.
  • Conduct periodic training refreshers and create job aids for new inventory procedures and system updates.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Warehouse Management Systems (WMS) and Inventory Modules — experience with SAP WM, Oracle WMS, Manhattan or similar.
  • Strong MS Excel skills including pivot tables, VLOOKUP/XLOOKUP, INDEX/MATCH, conditional formatting and data cleansing for inventory reporting.
  • Familiarity with ERP inventory transactions, cycle count methodologies, stock adjustments, and inventory aging reports.
  • Experience working with freight documentation: bills of lading, airway bills, manifests, commercial invoices and customs paperwork.
  • Knowledge of barcode/RFID technologies, handheld scanners, cycle counting devices and scanning best practices.
  • Basic EDI understanding and ability to reconcile EDI inventory and shipment messages (856 ASN, 940/945, 214 tracking).
  • Exposure to inventory reconciliation processes and experience preparing supporting documentation for write-offs and claims.
  • Working knowledge of customs regulation, IATA/IMO rules for dangerous goods and compliance requirements related to cargo handling.
  • Experience building dashboards and KPIs using Power BI, Tableau, or Excel to communicate inventory performance.
  • Ability to query databases or collaborate with IT using SQL or data extracts to validate inventory transactions and support investigations.
  • Familiarity with reverse logistics, returns processing and disposition workflows for damaged or rejected cargo.

Soft Skills

  • Exceptional attention to detail with a proven track record of maintaining accurate records and detecting anomalies.
  • Strong analytical skills with the ability to synthesize data into actionable insights and clear recommendations.
  • Effective verbal and written communication skills to coordinate with carriers, customs brokers, operations and stakeholders.
  • Problem-solving and investigative mindset — comfortable leading root-cause analysis and corrective action plans.
  • Time management and prioritization skills to balance daily operational tasks with ongoing reconciliation and projects.
  • Customer-focused attitude with professional handling of escalations and status communication to internal and external customers.
  • Collaborative team player who can work cross-functionally and influence without direct authority.
  • Adaptability and resilience in fast-paced, high-volume cargo environments and during peak season surges.
  • Organizational skills for managing complex inventory schedules and maintaining audit-ready documentation.
  • Conflict resolution and negotiation skills when working with carriers, vendors or internal stakeholders on claims and dispositions.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; demonstrated experience in cargo, warehouse or inventory control roles may substitute formal education.

Preferred Education:

  • Associate or Bachelor’s degree in Logistics, Supply Chain Management, Business Administration, or a related field.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • Business Administration
  • Operations Management
  • Warehouse Management
  • International Trade / Customs

Experience Requirements

Typical Experience Range: 2 - 5 years of progressive experience in inventory control, warehouse operations or cargo handling.

Preferred:

  • 3+ years in cargo inventory coordination, freight operations, or WMS-focused inventory roles.
  • Proven experience with WMS/ERP systems (SAP, Oracle, Manhattan) and hands-on cycle counting programs.
  • Background in working with carriers, freight forwarders and customs brokers, and handling damaged goods and claims processes.
  • Certifications a plus: APICS/CPIM, IATA Dangerous Goods, Customs compliance training, Lean/Kaizen fundamentals.
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