Warehouse Coordinator - Facilities, Real Estate, and Planning
- Employer
- Wake Forest University
- Location
- Winston Salem, NC
View more categoriesView less categories
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Application Instructions:
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** 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 DescriptionEssential 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.Organization
Wake Forest University, formed in 1834, has experienced decades of growth and innovation. WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs. The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty. It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount.
Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust.
The University is comprised of: the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus. Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1. Wake Forest employs approximately 2,772 full and part-time faculty and staff.
Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC). Since its founding, the university has adopted the motto “pro humanitate,” which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative.
Winston-Salem, NC
Wake Forest is located in Winston-Salem, NC, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina. Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene.
Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family. Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town (www.visitwinstonsalem.com).
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