Warehouse Exceptions Coordinator

Warehouse Exceptions Coordinator

The Warehouse Exceptions Coordinator is responsible for identifying, documenting, investigating, and coordinating the resolution of non-conforming orders and warehouse-related exceptions. This position serves as a key point of coordination between warehouse operations, customer service, sales, inventory, and other internal teams to ensure order discrepancies are addressed promptly and accurately.

The Coordinator monitors exceptions from initial identification through final resolution, maintains accurate documentation, follows up with responsible stakeholders, and helps identify recurring issues and opportunities for operational improvement. This role supports warehouse accuracy, customer satisfaction, process compliance, and overall operational efficiency.

Essential Responsibilities

Non-Conforming Order Management

· Monitor and identify non-conforming orders, including incorrect items, shortages, overages, damaged products, incomplete shipments, labeling errors, and other order discrepancies.

· Review order information, warehouse records, system data, and supporting documentation to understand the nature and scope of exceptions.

· Document non-conforming orders and maintain accurate records of issues, findings, assigned actions, and resolution status.

· Coordinate the investigation of discrepancies with warehouse employees, supervisors, inventory teams, customer service, and other applicable departments.

· Ensure exceptions are assigned to the appropriate individual or team for follow-up and resolution.

· Track open exceptions and proactively follow up on outstanding items to support timely closure.

· Escalate unresolved, recurring, or high-impact issues to the Director of Operations and other appropriate stakeholders.

Investigation and Resolution

· Research the root cause of order discrepancies and warehouse process failures.

· Coordinate corrective actions, including inventory adjustments, product replacement, order corrections, reprocessing, returns, and other approved resolutions.

· Verify that corrective actions have been completed and that the exception is properly closed.

· Communicate status updates and resolution details to relevant internal teams.

· Identify trends and recurring issues that may affect order accuracy, inventory integrity, customer experience, or operational performance.

· Support the development and implementation of process improvements to reduce repeat exceptions.

Documentation and Reporting

· Maintain exception logs, tracking reports, and supporting documentation in applicable systems.

· Monitor aging exceptions and ensure appropriate follow-up based on established priorities and service expectations.

· Prepare regular reports and summaries regarding open exceptions, closed issues, recurring discrepancies, and resolution performance.

· Maintain accurate records for audit, operational review, and management reporting purposes.

· Assist with developing key performance indicators related to order accuracy, exception volume, resolution time, and recurring issues.

· Ensure documentation is complete, timely, and consistent with company procedures.

Cross-Functional Collaboration

· Work collaboratively with warehouse leadership, inventory control, customer service, sales, purchasing, and other internal stakeholders.

· Provide clear and timely communication regarding order exceptions, potential customer impacts, and resolution progress.

· Support a culture of accountability, attention to detail, continuous improvement, and customer focus.

· Participate in operational meetings and provide updates on significant or recurring warehouse exceptions.

· Maintain professional relationships with internal teams while ensuring appropriate follow-through on assigned actions.

Safety, Compliance, and Operational Support

· Follow all company safety policies, warehouse procedures, and operational guidelines.

· Maintain confidentiality of customer, order, inventory, and company information.

· Perform other related duties and operational support activities as assigned by the Director of Operations.

· Contribute to a clean, organized, accurate, and efficient warehouse environment.

Required Qualifications

· High school diploma or equivalent required.

· 2+ years of experience in warehouse operations, inventory control, order fulfillment, logistics, quality control, or a related field.

· Experience identifying and resolving order discrepancies, inventory issues, or operational exceptions.

· Strong attention to detail and the ability to accurately track multiple open issues.

· Effective organizational, prioritization, and follow-up skills.

· Strong written and verbal communication skills.

· Ability to work collaboratively with cross-functional teams.

· Proficiency with Microsoft Office, particularly Excel, or comparable reporting and tracking tools.

· Ability to investigate problems, identify contributing factors, and coordinate appropriate solutions.

· Ability to work independently while escalating issues appropriately.

Preferred Qualifications

· Experience in a technology, electronics, distribution, third-party logistics, or managed services environment.

· Experience with warehouse management systems (WMS), enterprise resource planning (ERP) systems, or order management platforms.

· Familiarity with inventory control, reverse logistics, returns, product configuration, or asset management.

· Experience tracking corrective actions, quality issues, or non-conforming materials.

· Knowledge of warehouse quality assurance practices and root-cause analysis.

· Experience creating operational reports, dashboards, or performance metrics.