Lead VMI Coordinator

Job Title: Lead VMI Associate

Department: Operations – Warehouse

FLSA Status: Hourly Non-Exempt

Direct Report: Warehouse Manager or Branch Manager

Supervisory Responsibility: Kitting Associates

Location: Varies

Job Summary

The Lead VMI Associate is responsible for leading and coordinating Vendor Managed Inventory (VMI), vending, crib, and inventory management programs across assigned customer locations. This position serves as the primary field resource for inventory optimization, vending technologies, machine maintenance, customer support, training, reporting, and continuous improvement initiatives. The Lead VMI Associate provides day-to-day direction to VMI team members while ensuring exceptional customer service, inventory accuracy, equipment uptime, operational performance, and safety compliance.

Essential Duties and Responsibilities

• Champion company culture, safety standards, quality expectations, and core values.
• Lead and coordinate daily activities of VMI Associates assigned to customer accounts and service routes.
• Serve as the primary escalation point for inventory discrepancies, stock-outs, customer concerns, and equipment issues.
• Manage multiple customer locations, service schedules, projects, inventory programs, and vending solutions simultaneously.
• Provide onboarding, coaching, and training to new VMI Associates and support ongoing skills development.
• Coordinate implementation, setup, expansion, relocation, and optimization of VMI and vending programs.
• Analyze inventory consumption, usage trends, replenishment levels, and service requirements to maximize product availability and inventory turns.
• Troubleshoot, diagnose, repair, and maintain vending machines, inventory cabinets, scanners, barcode systems, dispensing equipment, and related hardware.
• Perform preventive maintenance on vending machines, lockers, cabinets, and inventory management equipment.
• Coordinate repairs with vendors and internal resources when advanced service is required.
• Maintain accurate equipment maintenance records and service history documentation.
• Monitor inventory accuracy, machine performance, and program effectiveness through audits and cycle counts.
• Develop and maintain expertise in ERP, vending management, and inventory control systems.
• Work closely with sales, purchasing, warehouse, customer service, and customer representatives to resolve issues and support growth opportunities.
• Support warehouse operations, order fulfillment, receiving, stocking, cycle counting, and deliveries as needed.
• Lead continuous improvement projects focused on service, efficiency, inventory accuracy, equipment uptime, and customer satisfaction.
• Ensure compliance with customer site requirements, safety standards, and company policies.
• Maintain professional customer relationships and represent the company positively at all times.

Tracking, Reporting, and Performance Metrics

• Track and report inventory accuracy, stock-out percentages, service levels, machine uptime, order fulfillment accuracy, and route performance.
• Monitor customer usage trends and provide recommendations for inventory optimization.
• Prepare recurring KPI reports for warehouse leadership and sales management.
• Track vending machine utilization, refill frequency, equipment downtime, repair trends, and maintenance completion rates.
• Report service failures, root causes, corrective actions, and improvement opportunities.
• Maintain documentation related to audits, inventory counts, machine service records, and customer projects.