Warehouse & Inventory Reconciliation Coordinator

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TYPE OF WORK

Full Time

SALARY

960-1120

HOURS PER WEEK

40

DATE UPDATED

Sep 26, 2026

JOB OVERVIEW

Reports to: Operations Manager
Position Overview
We are seeking a detail-oriented Warehouse & Inventory Reconciliation Coordinator to support our growing Amazon wholesale operation.
This role will be responsible for tracking inventory throughout the supply chain, identifying discrepancies, communicating with our warehouse and suppliers, and ensuring inventory and financial records remain accurate.
The ideal candidate enjoys investigating issues, reconciling data between systems, and following processes to completion.
This position will begin at approximately 20 hours per week during training and onboarding, with the expectation of transitioning to full-time after successful completion of training.

Working Hours
Training Period
6:00 PM – 10:00 PM Mountain Time
Approximately 4 hours per day, 20 hours per week
Full-Time Schedule
9:00 AM – 5:00 PM Mountain Time
8 hours per day, 40 hours per week
Provides overlap with our warehouse operations team

Primary Responsibilities
Inventory Tracking & Reconciliation
Track inbound shipments from suppliers to warehouse
Use carrier delivery confirmations (UPS, FedEx, regional and LTL carriers) as the official delivery date, and confirm each delivery is checked in by the warehouse within the agreed timeframe
Investigate delayed, missing, or incomplete shipments
Escalate deliveries not checked in within the agreed window, with the carrier proof of delivery attached
Compare supplier shipment confirmations against warehouse receipts
Identify inventory discrepancies and escalate issues as needed
Warehouse Coordination
Communicate daily with warehouse staff via Slack
Follow up on missing inventory, damaged products, and receiving issues
Assist with inventory investigations and exception handling
Evaluate damage reports and photos against Amazon’s New condition standard – a product in damaged retail packaging is damaged even if the item works
Maintain organized records of open issues and resolutions in the shared escalation and holding logs
Supplier Claims & Credits
File supplier claims for shortages, damages, and missing inventory within each supplier’s claim window (often 48–72 hours after delivery)
Maintain a reference of claim windows and documentation requirements by supplier
Request RMAs and supplier credits when appropriate
Track outstanding claims through resolution
Include reconcile in the subject of your email application
Verify supplier credits are properly issued and received
Inventory & Software Reconciliation
Compare warehouse shipments against software records
Verify inventory movements are accurately reflected in company systems
Identify discrepancies between physical inventory and software data
Assist with ongoing inventory accuracy initiatives
Financial Reconciliation Support
Review discrepancy reports generated by our automated tracking tools (delayed-shipment alerts in ClickUp and Google Sheets trackers)
Compare identified discrepancies against supplier invoices, shipment records, and credit memos
Verify supplier credits and RMAs are ultimately received
Escalate unresolved discrepancies for further review
Audit prep center invoices against the agreed rate card and against receiving and shipment records; request itemized breakdowns when charges change
Monitor carrier adjustment and freight reclass charges on outbound shipments and identify the cause
Amazon Seller Central Support
Maintain Amazon listings, including marking out-of-stock items as non-replenishable, removing listings that will not be replenished, and creating listings to generate MSKUs.
Monitor Account Health and flag issues that need action; assist with negative feedback cases.
Open and follow up on cases for inventory lost or misplaced at Amazon warehouses.
Assist with customer inquiries, brand validation, COGS updates, and document requests as assigned.

Ideal Candidate
Extremely detail-oriented
Strong organizational skills
Comfortable working with spreadsheets and data (Google Sheets); experience with Slack and ClickUp preferred
Investigative mindset; enjoys solving problems
Able to follow processes consistently
Strong written English communication
Comfortable communicating with suppliers and warehouse personnel
Holds a position with evidence when a partner disputes a record – professional and calm, not escalatory
Able to manage multiple open issues simultaneously

Preferred Experience
Inventory management
Supply chain operations
Warehouse coordination
Amazon FBA operations
Data reconciliation
Administrative support
Accounts payable or inventory auditing experience

Success Metrics
Inventory discrepancies identified and resolved
Claims filed within each supplier’s claim window
Supplier credits successfully recovered (credits recovered vs. amount claimed)
Open warehouse issues resolved promptly (age of open escalations)
Accurate reconciliation between inventory systems
Timely communication with suppliers and warehouse personnel
Reduction in unresolved inventory and credit discrepancies

Employee Expectation
Uphold company values and maintain a positive work environment.
Ensure confidentiality of company information, including leads and supplier details.
Use the time-tracking software Hubstaff accurately and with integrity.
Must work 40 hours per week, 160 hours per month.
Must attend KPI meetings every week.

Compensation
$960 –$1120 USD per month full-time; training hours paid at the equivalent hourly rate
Paid time off accrues at 1-day per month, up to 12 days per year. Unused PTO may accumulate and is paid out at the end of the year.
Paid holidays include Good Friday, All Saints’ Day, Christmas Eve, Christmas Day, New Year’s Eve, New Year’s Day, and your birthday.
We promote from within and offer growth opportunities and pay increases based on performance.
To support long-term stability, we maintain reserves equivalent to six months of operating costs.

How to Apply
Send an email to ---------- your resume and why you would be a good fit for this specific role.
Shortlisted candidates will complete a short paid practical exercise: reconciling a set of carrier deliveries against a check-in log and an invoice, and writing up the exceptions.

SKILL REQUIREMENT
Microsoft Excel Attention to Detail Communication
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