Key Responsibilities and Required Skills for Weight Coordinator

🎯 Role Definition

The Weight Coordinator (also listed as Weighbridge Coordinator, Scale Coordinator or Weigh Station Coordinator) is responsible for the accurate and compliant capture, verification, reconciliation and reporting of material weights across inbound, outbound and internal movements. This role ensures the integrity of weight data used for billing, inventory control and quality assurance by operating and maintaining weighing systems, performing calibrations and audits, coordinating with carriers, plant operations and quality teams, and enforcing regulatory and company standards (weights & measures, safety and recordkeeping). The Weight Coordinator is the subject matter contact for scale performance, scale ticket generation, ERP/WMS weight data entry, and corrective actions when variances occur.

This description targets candidates with hands-on scale experience, strong attention to detail, and a process-driven mindset who can execute accurate weighment processes and support continuous improvement in weighing operations.

📈 Career Progression

Typical Career Path

Entry Point From:

Shipping/Receiving Clerk with scale experience
Warehouse or Logistics Associate who operated weighbridges
Quality Technician or Materials Handler involved in weigh processes

Advancement To:

Weighbridge or Weighing Operations Supervisor
Logistics / Distribution Supervisor
Weight & Measurement Manager or Plant Operations Manager
Quality Manager or Supply Chain Analyst (with cross-functional experience)

Lateral Moves:

Inventory Control Specialist
Compliance / Regulatory Coordinator (Weights & Measures)
Calibration Technician / Scale Service Coordinator

Core Responsibilities

Primary Functions

Operate and monitor truck scales, rail scales and platform scales to capture accurate inbound and outbound weights; generate and validate weight tickets for each movement to support billing and inventory reconciliation.
Perform scheduled calibration, verification and certification activities for scales and weighbridges in accordance with manufacturer recommendations, state weights & measures regulations, and company policies; coordinate third-party calibration vendors for yearly certifications.
Reconcile weight variances between scale tickets, bills of lading, ERP/WMS entries and physical inventory; investigate root causes and prepare written variance reports with recommended corrective actions.
Record, maintain and archive weight documentation (paper and electronic): weight tickets, calibration logs, service reports, and chain-of-custody documentation to ensure audit-readiness and regulatory compliance.
Input and validate weight data in ERP/WMS systems (SAP, Oracle, Microsoft Dynamics or equivalent), ensure accurate linkage between weights and shipment records, and correct data-entry errors promptly.
Implement and maintain standard operating procedures (SOPs) for all weighing activities, including tare weight management, sample weighing, split loads, and special handling of hazardous or restricted materials.
Conduct daily and pre-shift inspections of scale platforms, load cells, junction boxes and signal cables to identify defects; initiate service requests, manage priority repairs and approve re-tests following maintenance.
Manage tare weight tables, container tare updates and truck tare adjustments; verify driver-provided tare documentation and reconcile with historical tare data to minimize billing discrepancies.
Coordinate with carriers, dispatch and yard control to schedule weigh-ins/out, prioritize loads during peak periods and ensure safe truck positioning and traffic flow around weigh stations.
Train and mentor weigh station operators, drivers and warehouse staff on correct weighing procedures, safe vehicle staging, weight ticket handling and digital weighbridge interfaces.
Execute quality checks on incoming raw materials and finished goods to verify that delivered weight meets purchase order tolerances and quality acceptance criteria; escalate exceptions to Quality Assurance.
Maintain calibration traceability and measurement uncertainty records for internal audits and external regulatory inspections; prepare documentation required for state or federal weights & measures reviews.
Support billing and customer invoicing by validating gross and net weights used for customer charges; liaise with Accounting to resolve disputed invoices related to weight discrepancies.
Use weighbridge software and data export tools to produce daily, weekly and monthly reports on throughput, average weights, discrepancies, and scale downtime for operations leadership.
Lead continuous improvement projects to reduce weight variance, decrease scale downtime, improve ticket accuracy, and streamline the weighment-to-billing process (e.g., automation of data flows from scales to ERP).
Supervise temporary or seasonal weigh station staff, assign shifts, approve timesheets related to weighing operations and ensure coverage for 24/7 operations where required.
Enforce safety protocols and PPE requirements at weigh stations; coordinate safety audits, near-miss reporting and corrective actions tied to vehicle movement and scale maintenance.
Troubleshoot basic electrical and signal issues with scale controllers and communications (with appropriate training); escalate complex repairs to licensed technicians and document outcomes.
Verify and manage sample weights for laboratory testing, ensuring chain of custody and correct identification of samples tied to weight records.
Support stock reconciliation and cycle counts for weighted inventory items, identifying variances caused by packing, moisture, density or scale error.
Prepare and present weight-related metrics and variance analyses to cross-functional teams (Operations, Quality, Finance and Sales) and participate in problem-solving review sessions.
Manage spare parts inventory for critical scale components (junction boxes, load cell connectors, fuses) and coordinate purchasing or capital replacement projects for outdated weighing equipment.
Ensure scalability of weigh station processes during plant expansions, product mix changes or new shipping requirements; provide input to site layout plans and weighbridge placement.
Maintain relationships with external stakeholders: scale service providers, state weights & measures offices, carriers and 3PL partners to coordinate audits, calibrations and data integration efforts.
Participate in incident investigations related to mis-weighs or shipping discrepancies and support documentation for insurance or regulatory claims where necessary.

Secondary Functions

Provide ad-hoc weight and throughput data to Operations and Supply Chain Analysts for forecasting and KPI dashboards; assist with root-cause analysis and trend identification.
Support system integrations between weighbridge software and ERP/WMS teams; test data flows, map fields and validate mapping accuracy prior to go-live.
Participate in cross-functional continuous improvement events (Kaizen, 5S, Six Sigma) focused on reducing process steps and preventing weight-related errors.
Help update training materials, quick reference guides and knowledgebase articles used by drivers and plant personnel to ensure consistent weighing practices.
Assist Procurement with vendor evaluations for scale and weighing equipment purchases, providing technical requirements and acceptance criteria.
Coordinate with Environmental Health & Safety to ensure weigh station signage, spill containment and vehicle movement controls are up to date.
Support internal and external audit activities by preparing evidence, walking auditors through process controls and executing corrective action plans.
Provide seasonal support for surge shipping windows and assist in temporary redeployment to related logistics duties during outages in weighing systems.

Required Skills & Competencies

Hard Skills (Technical)

Proficient in operating weighbridges, platform scales, rail scales and bench balances; comfortable with both mechanical and digital scale types.
Experience with calibration procedures and maintaining calibration certificates; familiarity with NIST traceability and state weights & measures requirements.
Hands-on familiarity with weighbridge software and data interfaces (common vendors such as Digi, Cardinal, Rice Lake, Mettler Toledo or custom solutions).
ERP and WMS experience (SAP, Oracle, Microsoft Dynamics, Manhattan) for recording weights, reconciling shipments and integrating scale data.
Strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, conditional formatting) and ability to manipulate weight datasets for reporting and discrepancy analysis.
Basic troubleshooting of scale electronics, load cell diagnostics and communication interfaces; ability to coordinate vendor service and validate repairs.
Knowledge of tare management, net/gross weight calculations, moisture correction factors and bulk material density implications on weight.
Experience preparing documentation for regulatory compliance and internal/external audits (weights & measures, ISO 9001).
Ability to generate and interpret weight reports, KPIs and variance statistics; competence with basic SQL or reporting tools is a plus.
Familiarity with DOT, local truck routing and site-specific safety protocols for vehicle staging and weighstation traffic control.

Soft Skills

Excellent attention to detail and a methodical approach to verifying numeric data and documentation.
Strong problem-solving and investigative skills with the ability to perform root-cause analysis and drive corrective actions.
Clear verbal and written communication skills for interacting with drivers, vendors, operations teams and regulatory officials.
Organizational skills and the ability to manage competing priorities in fast-paced shipping/receiving environments.
Customer-service orientation to resolve billing and shipping disputes that hinge on weight differences.
Teamwork and coaching ability to train operators and promote consistent weighing procedures across shifts.
Integrity and accountability to ensure accurate record keeping and enforcement of compliance standards.
Adaptability to support fluctuating volumes, after-hours weigh activities or emergency repair coordination.
Time management and scheduling skills to ensure calibration and maintenance windows are met with minimal operational impact.
Attention to safety culture and the ability to enforce PPE and safe vehicle handling around weigh stations.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED; demonstrated experience operating scales and handling weight records.

Preferred Education:

Associate degree or Bachelor’s degree in Logistics, Supply Chain, Mechanical Engineering, Industrial Technology, or Quality Management.

Relevant Fields of Study:

Logistics and Supply Chain Management
Mechanical or Industrial Engineering
Quality Assurance / Quality Control
Industrial Technology / Manufacturing Technology
Applied Science with laboratory weighing experience

Experience Requirements

Typical Experience Range: 2–5 years of direct experience in weighing operations, shipping/receiving or warehouse roles with scale responsibilities.

Preferred: 3–7 years of progressive experience managing weighbridge operations, scale calibration activities, ERP/WMS data reconciliation and regulatory compliance; supervisory or training experience preferred. Certifications or coursework in weights & measures, scale calibration, ISO auditing or Six Sigma are beneficial.