Kit Fulfillment & Warehouse Operations Coordinator

Washington University in St. Louis; Missouri; On-site; USD 26,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Metro transit U-Pass

Tuition benefits

Job summary

Washington University in St. Louis seeks an organized warehouse operations coordinator to manage kit fulfillment, administrative tasks, and coordinator communications with districts. You will build and refurbish kits, process orders in Fishbowl, and maintain detailed inventory and documentation.

The role requires strong attention to detail, ability to lift 25+ lbs, and willingness to work evenings or weekends as needed in a warehouse setting. Experience with Fishbowl and HubSpot is a plus.

Qualifications

• Education: High school diploma or equivalent high school certification or combination of education and/or experience.
• Preferred Qualifications: Associate or bachelor's degree. Three (3) years of combined warehouse and administrative experience.
• Experience with Fishbowl Inventory system.
• Experience with HubSpot and Adobe Illustrator.
• Certifications: OSHA Forklift.

Responsibilities

• Administrative Tracking of mySci Kits and Orders
• Create and process sales orders in Fishbowl for all kit deliveries and facilitator kit check-outs; issue orders, quick-fulfill, and print packing lists.
• Duplicate sales orders as credit return orders for scheduled pick-ups; manage consumables removal from the return list.
• Generate pick-up documentation, including blue-slip copies used for missing-kit tracking left with school offices.
• Maintain the kit tracker (Google Sheets) with delivery dates, return dates, kit numbers, and comments per district.
• Run reports in Fishbowl, including the Customer Address List and the Outstanding Kit Report; use them to plan routes and follow up on unreturned kits.
• Update Fishbowl customer and product records; add new customers when needed and coordinate with the Director on new district set-up.
• Create and update kits labels based on packing lists.
• Kit Building and Refurbishment: Physically build, pack, and refurbish mySci kits between school pick-ups and deliveries, ensuring each kit meets the standard packing list before it leaves the warehouse. Inspect returned kits for missing or damaged items; document shortages, restock consumables, and prepare kits for their next classroom.
• Maintain organized inventory of kit materials, consumables, and non-consumables across the warehouse and storage areas (including refrigerated storage for live materials like mealworms).
• Coordinate with the warehouse team on delivery and pick-up logistics, including taking and filing delivery photos to Google Drive for verification.
• Support delivery-day operations, including staging kits, printing delivery paperwork, and ensuring address sheets accompany each order.
• District & Partner Communications: Send delivery and pick-up reminder emails to partner districts and schools in advance of scheduled dates. Send post-pick-up results emails, including acknowledgments for successful pick-ups and follow-ups for missing kits. Respond to district contacts about missing kit items and scheduling changes.
• Coordinate with the program manager on facilitator kit check-outs, including preparing consultant copy requests and staging kits and copies for consultant retrieval.
• Warehouse Administration & Documentation: Maintain the Operations Handbook with current procedures for kit fulfillment, Fishbowl workflows, and vendor ordering. Handle facilitator kit check-out forms received by email; log requests, prepare kits and copies, and place them for consultant pick-up. Support the annual Summer Institute preparation with kit staging and material readiness (in coordination with the office coordinator on printing, binding, and swag). Perform other duties as assigned.

Skills

Customer Service

Detail-Oriented

Google Sheets

Google Workspace

Heavy Lifting

Microsoft Office

Organizing

Verbal Communications

Written Communications

Education

High school diploma or equivalent

Associate or bachelor's degree (preferred)

Tools

Fishbowl Inventory

HubSpot

Adobe Illustrator

Job description

Washington University in St. Louis seeks an organized warehouse operations coordinator to manage kit fulfillment, administrative tasks, and coordinator communications with districts. You will build and refurbish kits, process orders in Fishbowl, and maintain detailed inventory and documentation.

The role requires strong attention to detail, ability to lift 25+ lbs, and willingness to work evenings or weekends as needed in a warehouse setting. Experience with Fishbowl and HubSpot is a plus.