Temporary Warehouse Administrative Coordinator

Description

About Richmond Wholesale Meat

Richmond Wholesale Meat, a Pro Food Solutions company, is a trusted leader in protein distribution with over 60 years of experience serving foodservice operators, government agencies, and global partners. Based in Richmond, California, we specialize in high-quality meat products, custom processing, and dependable service. As part of the Pro Food Solutions family, we are committed to operational excellence, customer focus, and building the future of food through innovation and integrity.

Position Summary

The Warehouse Administrative Coordinator provides accurate, timely administrative and systems support for inbound and outbound warehouse operations. Reporting directly to the Warehouse Manager, the role collaborates daily with the Warehouse Supervisor and cross-functional partners to coordinate appointments, documents, labels, certificates, system transactions, containers, inventory research, and operational communications. The position does not supervise employees or direct floor labor.

Essential Responsibilities

• Maintain inbound and outbound schedules, appointments, delivery information, purchase orders, shipment records, and warehouse communication logs.
• Receive product and process shipment transactions accurately in xTuple, DSS, and other assigned systems; create and verify lot/serial, license-plate, military, and shipping labels.
• Prepare, organize, verify, retain, and distribute bills of lading, inspection applications, pallet manifests, shipping photos, whiteboard records, and supporting files.
• Coordinate required USDA/USDC documentation, pork certifications, health certificates, EU documents, and related inspector or veterinarian appointments as assigned.
• Prepare container-dispatch logs, communicate authorized details to carriers, assist with driver processing, and maintain accurate pickup and return records.
• Research system incidents, purchase-order discrepancies, broken cases, return-to-stock activity, short/over/damaged product, and other inventory questions; document findings and route approvals appropriately.
• Support cycle counts, inventory reconciliation, audits, AIB/HACCP or other food-safety preparation, samples, and compliance records.
• Compile weekly operating reports and scorecard inputs; support supply ordering, temporary labor administration, rental-equipment documentation, and other manager-assigned coordination.
• Respond promptly and professionally to internal requests, protect confidential information, and maintain organized electronic and physical records.
• Collaborate with the Warehouse Supervisor on real-time floor status, documentation priorities, and shipment readiness. Escalate unresolved operational issues to the Warehouse Manager first; if the Manager is unavailable and immediate operational coordination is required, alert the Warehouse Supervisor.
• Occasionally support light physical warehouse tasks when trained, authorized, and operationally needed, without displacing core record-control responsibilities.

Schedule and Attendance Expectations

• This is an onsite role. Regular and reliable attendance, punctuality, and readiness to begin work at the scheduled start time are essential.
• Start times and schedules will be determined by the Warehouse Manager in collaboration with the Warehouse Supervisor and based on business needs.
• Operational, seasonal, staffing, customer, and surge needs may cause start times, schedules, or priorities to shift and remain subject to change. When practicable, adequate advance notice will be provided for planning purposes.
• The position may require early mornings, evenings, weekends, holidays, or overtime. The employee must accurately record all time worked, take required meal and rest periods, obtain required overtime approval, and never work off the clock.

Minimum Qualifications

• High school diploma or GED, or equivalent combination of education and experience.
• Two or more years of warehouse, logistics, shipping/receiving, inventory, or operations administration experience; food distribution experience preferred.
• Proficiency with Outlook, Word, and Excel and experience using an ERP, WMS, or inventory system; xTuple and DSS experience preferred.
• Strong accuracy, organization, follow-through, prioritization, written communication, and customer-service skills.
• Ability to protect confidential information and resolve routine issues while escalating exceptions promptly.

Physical Demands and Work Environment

• Frequently uses a computer and performs deskwork; regularly stands, walks, reaches, bends, and moves throughout office and warehouse areas.
• Regularly lifts or moves up to 10 pounds and occasionally up to 25 pounds, with assistance or approved equipment when needed.
• Works in office and warehouse environments ranging from ambient temperature to approximately -10°F, with moderate to loud noise, and must wear required personal protective equipment.
• Physical requirements may be met with reasonable accommodation where required by law.

Job Description Notice

This job description summarizes the position’s primary duties and is not intended to be comprehensive or all-inclusive. Duties, responsibilities, priorities, work assignments, schedules, and reporting relationships may change or evolve based on operational, seasonal, customer, regulatory, staffing, or other business needs. The Company will provide reasonable advance notice of material scheduling or duty changes when practicable for planning purposes. Nothing in this description creates a contract of employment or alters at-will employment. Reasonable accommodations will be considered for qualified individuals with disabilities to perform essential job functions, consistent with applicable law.

Equal Employment Opportunity

Richmond Wholesale Meat, a Pro Food Solutions company, provides equal employment opportunities and prohibits unlawful discrimination, harassment, and retaliation on any basis protected by applicable federal, California, or local law. Applicants and employees may request a reasonable accommodation through Human Resources.