Product and Supply Coordinator

General Statement of Duties

The Product & Supply Coordinator provides administrative, product data, account maintenance, and supply chain support for products sold and distributed by the company. This position helps ensure accurate system information, timely communication, and effective coordination between retail accounts, Hayden’s sales team, chain store partners, and internal departments. The role supports day-to-day product administration, inventory coordination, reporting, and issue resolution under the direct supervision of the Business Administration Manager, in collaboration with the Supply Chain Manager.

Essential Duties and Responsibilities

• Review product, freight, inventory, and operational data to identify trends and support informed business decisions.
• Audit freight invoices and related paperwork to verify costs and recommend price changes based on transportation market conditions.
• Track and report freight and fuel expenses for review by operations teams and management.
• Set up, verify, and maintain items, accounts, salesperson, pricing, authorization, license, and related system data for accuracy and consistency.
• Communicate product, account, pricing, authorization, and license updates to retail accounts, Hayden’s sales team, chain store partners, and internal departments.
• Maintain chain store authorizations and pricing to support accurate account and item availability.
• Create and maintain purchase orders based on lead times, transportation constraints, product availability, and replenishment needs.
• Monitor warehouse inventory levels to support fill rates, inventory turns, code-date management, slow-moving inventory review, close-code items, SKU rationalization, demand forecasting, and related constraints.
• Coordinate transportation details and logistics needs to support timely order fulfillment.
• Help balance order fulfillment, product shelf life, inventory levels, and cash flow considerations.
• Prepare reports and analysis using product, account, inventory, freight, and operational data.
• Identify process improvement opportunities and share recommendations with the team.
• Assist with accounting-related tasks and troubleshooting supply chain disruptions or unexpected issues as needed.
• Must be able to perform essential job functions in a consistent state of alertness and in a safe manner.

Knowledge, Skills and Abilities

• High school diploma or equivalent.
• Bachelor’s degree in business, supply chain, or a related field preferred; Minimum of three years of experience in demand planning or forecasting may be accepted in place of a degree.
• Demonstrates exceptional organizational skills, attention to detail, and the ability to produce accurate work in a timely manner while managing competing priorities and deadlines.
• Ability to respond to demand-related issues promptly and effectively.
• Strong understanding of inventory management practices, procedures, and best practices.
• Strong mathematical, statistical, and analytical skills.
• Proficiency with basic office equipment, 10-key, and entry-level accounting terminology.
• Proficiency in Microsoft Word, Excel, and Outlook, including intermediate Excel skills such as formulas, lookup and reference functions, pivot tables, and spreadsheet creation.
• Ability to work effectively as part of a team while demonstrating strong communication, self-direction, and resourcefulness.