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Key Responsibilities and Required Skills for a Materials Coordinator

💰 $45,000 - $65,000

Supply ChainLogisticsManufacturingOperations

🎯 Role Definition

The Materials Coordinator is a critical operational role, serving as the central hub for the flow of materials and goods within an organization. This position is responsible for ensuring that production lines, project teams, and operational departments have the right materials, in the right quantity, at the right time. The coordinator meticulously tracks inventory, manages the logistics of incoming and outgoing goods, and communicates effectively between suppliers, internal departments, and logistics partners. Success in this role directly impacts production efficiency, cost control, and overall operational continuity, making it an essential function for maintaining a lean and responsive supply chain.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / Inventory Clerk
  • Shipping and Receiving Clerk
  • Production Assistant

Advancement To:

  • Senior Materials Coordinator / Materials Planner
  • Supply Chain Analyst / Planner
  • Procurement Specialist / Buyer
  • Logistics Manager

Lateral Moves:

  • Production Scheduler
  • Purchasing Agent

Core Responsibilities

Primary Functions

  • Monitor, maintain, and report on inventory levels of raw materials and components to ensure they align with production schedules and demand forecasts, preventing both shortages and excess stock.
  • Coordinate and expedite the flow of materials, parts, and assemblies within or between departments in accordance with production and shipping schedules or department supervisors' priorities.
  • Create and issue purchase orders (POs) for necessary materials, supplies, and services, ensuring accuracy in pricing, quantity, and delivery specifications.
  • Act as the primary point of contact for vendors and suppliers to track shipments, resolve discrepancies in orders, and address any quality or delivery issues promptly.
  • Receive and inspect incoming materials and goods, verifying them against purchase orders and specifications for accuracy, quantity, and quality, and documenting any damages or shortages.
  • Manage the accurate and timely data entry of all material transactions, including receipts, issues, transfers, and adjustments, within the company's ERP (Enterprise Resource Planning) or MRP (Material Requirements Planning) system.
  • Prepare and issue materials, parts, and supplies to the production floor or specific work orders, ensuring the correct components are allocated and documented (kitting).
  • Coordinate with the logistics and shipping departments to prepare materials for outbound shipment, ensuring proper packaging, labeling, and documentation are completed.
  • Conduct regular physical inventory counts, including cycle counts and year-end audits, to reconcile system data with physical stock and investigate any discrepancies.
  • Analyze material usage and historical data to identify trends, forecast future needs, and recommend adjustments to inventory levels and ordering strategies.
  • Maintain organized and efficient storage of materials in the warehouse or stockroom, implementing best practices for material handling, preservation, and space utilization.
  • Resolve any material-related issues that could impede production, working collaboratively with production, engineering, and quality assurance teams to find solutions.
  • Generate and distribute regular reports on key inventory metrics, such as inventory turns, stock levels, stock-outs, and order status, for management review.
  • Ensure all material handling and storage activities comply with company safety policies and relevant regulations, such as OSHA or specific industry standards.
  • Liaise with the Quality Control department to coordinate the inspection of incoming materials and manage the process for returning non-conforming items to suppliers (RMA process).
  • Review and interpret Bills of Materials (BOMs) to understand component requirements for new products or engineering changes and plan material availability accordingly.
  • Track and manage the lifecycle of materials, identifying obsolete or slow-moving inventory and proposing strategies for its disposition.
  • Facilitate the movement of materials between the main warehouse and off-site storage locations, maintaining accurate records of all transfers.
  • Support the procurement team by obtaining quotes from suppliers and providing data to aid in negotiating pricing and terms.
  • Drive continuous improvement initiatives related to material flow, inventory accuracy, and process efficiency within the warehouse and production areas.

Secondary Functions

  • Support the Supply Chain or Operations Manager with ad-hoc reporting and special projects related to material management.
  • Participate in cross-functional team meetings to provide updates on material status and align with overall project or production timelines.
  • Assist in training new team members on inventory control procedures, system usage, and safety protocols.
  • Contribute to the development and documentation of standard operating procedures (SOPs) for all material handling and inventory control processes.

Required Skills & Competencies

Hard Skills (Technical)

  • ERP/MRP System Proficiency: Hands-on experience with enterprise resource planning or material requirements planning software such as SAP, Oracle, NetSuite, or other industry-specific systems.
  • Advanced Microsoft Excel: Ability to utilize functions like VLOOKUP, pivot tables, and conditional formatting to analyze data and create reports.
  • Inventory Management Principles: Strong understanding of inventory control concepts, including cycle counting, FIFO/LIFO, safety stock, and reorder points.
  • Logistics and Shipping Knowledge: Familiarity with shipping documentation (Bills of Lading, packing slips), freight carrier coordination, and basic logistics terminology.
  • Purchasing Procedures: Knowledge of the procurement process, including creating purchase orders and interacting with vendors.
  • Data Entry and Accuracy: Demonstrated ability to enter data into various systems with a high degree of speed and accuracy.

Soft Skills

  • Exceptional Attention to Detail: Meticulous approach to tracking numbers, part codes, and documentation to ensure accuracy and prevent costly errors.
  • Strong Organizational and Time-Management: Proven ability to manage multiple competing priorities, track numerous orders simultaneously, and meet tight deadlines in a fast-paced environment.
  • Effective Communication Skills: Clear and professional written and verbal communication skills for coordinating with internal teams, suppliers, and freight partners.
  • Proactive Problem-Solving: The ability to anticipate potential material shortages or logistical issues and take initiative to resolve them before they impact operations.
  • Collaborative Mindset: A team-player attitude with strong interpersonal skills to work effectively with colleagues in production, quality, engineering, and management.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Supply Chain Management
  • Business Administration
  • Logistics
  • Operations Management

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in a materials coordination, inventory control, or shipping/receiving role, preferably within a manufacturing, distribution, or warehouse environment.

Preferred:

  • Experience in an industry with complex supply chains (e.g., manufacturing, electronics, aerospace, automotive) is highly desirable. Certification in supply chain or inventory management (e.g., APICS CPIM) is a strong plus.
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