Job Description

Job Title:

QA Coordinator, Inventory

FLSA Status:

Non-Exempt

Reports To:

QA Manager

Dotted Line To:

Warehouse Manager

Position Summary:

The Quality Assurance Inventory Coordinator ensures product integrity, accuracy, and compliance across the Bluegrass Ingredients manufacturing and warehouse operations by managing product substitutions, lot code allocations, and relabeling activities within BatchMaster ERP. This role serves as the critical link between Quality and Warehouse teams and supports both proactive substitution during production and accurate product labeling in storage and shipment. The position focuses on maintaining traceability, reducing relabeling costs, and preventing inventory discrepancies.

Key Responsibilities:

Product Substitution & Allocation

Review production and warehouse inventory daily to identify substitution opportunities that maintain quality and reduce relabeling needs. Allocate product for outbound loads based on lot codes in BatchMaster, ensuring QA and customer specifications are met. Collaborate with Production Planning and Warehouse personnel to substitute or reassign lots proactively during production. Ensure all substitutions are properly documented in BatchMaster and physically reflected on product labeling. Responsible for allocating appropriate rework materials for specific production runs, ensuring compatibility with product formulation, lot control, and QA approval.

Relabeling & Placard Management

Coordinate with warehouse staff to re-label products with updated lot or substitution information. Reprint, verify, and validate new placards ensuring accurate product descriptions, lot codes, expiration dates, and quantities. Maintain complete records of relabeling and substitution activities for QA traceability.

Inventory & Cycle Counting

Conduct cycle counts of substituted products, partial pallets, and QA-hold inventory. Investigate and reconcile discrepancies between BatchMaster ERP and physical stock. Assist Warehouse and QA leadership in corrective actions related to count variances. Participate in scheduled Warehouse Inventory Audits.

Auditing & Quality Verification

Audit finished product received at the warehouse from production for label, lot, and quality compliance. Verify substituted or relabeled products meets QA release and customer requirements prior to shipment. Support warehouse quality inspections and maintain documentation for audits (internal, SQF, FSSC, or customer).

Continuous Improvement

Identify patterns of relabeling, substitution, or inventory errors and recommend process improvements. Work with QA and Warehouse Managers to streamline product flow, traceability, and ERP transaction accuracy.

Qualifications

Associate's or bachelor's degree in quality, Supply Chain, or related field preferred. Equivalent work experience in lieu of degree will also be considered. 2-3 years of experience in food manufacturing, inventory control, or ERP systems. Familiarity with BatchMaster ERP (or other ERP systems) preferred. Strong understanding of lot traceability, labeling requirements, and food safety principles. Excellent organizational, communication, and documentation skills. Ability to work collaboratively across Quality and Warehouse functions.

Physical & Work Environment

Strong Microsoft Suit skills are preferred. Work performed in both office and warehouse settings. 50/50 split. * Must be able to stand, sit, walk, and lift up to 40 lbs on occasion.