Fulfillment Coordinator

About the role

The Fulfillment Coordinator is an entry-level, on-site role responsible for supporting the daily fulfillment, shipping, inventory, scanning, and administrative operations of the organization. DecisionHR processes thousands of payroll checks each week, and this role is a critical part of ensuring those packages leave accurately, on time, and in the right hands.

Responsibilities

• Prepare, package, and distribute payroll packets, live checks, reports, and client materials according to established daily and weekly schedules.
• Carefully review payroll packages for accuracy before distribution — flagging discrepancies such as incorrect check counts, mismatched client labels, unusual dollar amounts, or anything that appears out of the ordinary.
• Utilize color-coded spreadsheets and departmental tracking tools to organize, prioritize, and confirm fulfillment activity across multiple clients and payroll cycles simultaneously.
• Escalate any concerns about payroll package integrity, client materials, or shipment discrepancies to the Fulfillment Supervisor immediately.
• Process incoming and outgoing mail, overnight deliveries, and shipments using approved carriers (Metro carrier, FedEx, USPS) and tracking systems.
• Carefully coordinate shipping activities to ensure on-time delivery of time-sensitive payroll materials.
• Maintain accurate shipping logs and fulfillment documentation; track delivery confirmations and resolve carrier exceptions in coordination with the Supervisor.
• Troubleshoot basic shipping and fulfillment issues; escalate unresolved concerns to the Fulfillment Supervisor promptly.
• Maintain and monitor inventory levels for checks, envelopes, office supplies, shipping materials, and department equipment; alert the Supervisor when stock needs to be replenished.
• Maintain accurate inventory records using tracking spreadsheets and departmental tools; conduct routine counts to verify stock levels.
• Aid in vendor communications related to shipping supplies, equipment maintenance, and delivery services.
• Assist with scanning, electronic filing, and document management projects; ensure all records are organized, labeled, and retrievable.
• Provide excellent internal customer service while working with multiple departments including Payroll, Client Services, and Operations.
• Support special projects and department initiatives as assigned.
• Follow company policies and procedures required to comply with applicable data privacy and confidentiality requirements, including but not limited to SOC controls and HIPAA Privacy and Security regulations.
• Other duties and responsibilities as assigned.

Requirements

• High school diploma or GED.
• 1–3 years of administrative, shipping, fulfillment, warehouse, logistics, or office support experience.
• Exceptional attention to detail — must be able to notice inconsistencies in check quantities, client labels, package contents, and shipping records.
• Strong organizational skills with the ability to manage multiple priorities and meet strict deadlines in a high-volume processing environment.
• Strong written and verbal communication skills; able to clearly communicate discrepancies, status updates, and questions across internal departments.
• Proficiency with Microsoft Outlook, Word, and Excel including the ability to work with color-coded spreadsheets and basic tracking tools.
• Ability to maintain discretion and confidentiality when handling payroll checks and sensitive client materials.

Qualifications

• Must be authorized to work in the United States.