Fulfillment Coordinator

The Role

We’re looking for a Fulfillment Coordinator to be the engine behind our order operations. This is a detail-driven, vendor-facing role where you’ll make sure orders move accurately and efficiently from placement to delivery — all while keeping customers informed and freight costs in check.

You’ll work closely with our Sales team, Customer Service team, Portfolio team and vendors every day. The best person for this role is someone who takes genuine ownership of their work, communicates clearly without being asked twice, and finds real satisfaction in keeping things running smoothly for the people who depend on them.

What You’ll Actually Do

• Process customer orders accurately and communicate requirements clearly to vendors — every time, not most of the time.
• Provide sales support for order-related questions and follow-up inquiries from the Sales team.
• Proactively communicate order status and any updates around delivery expectations to the Sales team before they have to ask. The majority of the communication is to internal teams, but occasionally this will also require communication directly with the customer.
• Keep past-due delivery dates low by actively managing open sales orders and staying ahead of issues.
• Move orders efficiently through shipping queues and participate in adding shipping costs to orders.
• Minimize freight costs by identifying and selecting the most cost-effective shipping methods.
• Collaborate with the customer service team to support territory and organizational revenue forecasts.
• Manage communication across internal departments to keep fulfillment running without gaps.
• Take ownership of your workload and help manage team capacity when needed.
• Participate in Keep Supply’s Open-Book Management (Great Game of Business) practices — understanding how your role connects to the company’s financial performance.

A Typical Week Looks Like

Most of your day is spent processing and managing orders — coordinating with vendors, monitoring open orders, and communicating proactively with customers about what to expect. You’ll also collaborate with Account Managers and Account Coordinators to support quotes and inquiries, and flag issues before they become problems. You’ll have systems and tools to work from, but the discipline to stay on top of your queue is yours to bring.

What We’re Looking For

Must-Haves (non-negotiable)

• Ownership and accountability — you treat your workload like it’s your responsibility, not just your job. Orders don’t fall through the cracks on your watch.
• Proactive communication — customers and teammates hear from you before they need to follow up. You set expectations clearly and keep them updated.
• Attention to detail — accuracy in order processing, vendor communication, and shipping decisions is non-negotiable. One bad order can cost the company a customer relationship.
• Customer focus — you understand that the work you do is directly tied to whether our customers stay or go, and you act accordingly.
• Cultural fit — you thrive on a small, collaborative team where financial results are shared openly and everyone contributes to the win.

Strongly Preferred

• 2+ years of experience in customer service, operations, or order fulfillment.
• Strong organizational and time management skills — you can manage a large order volume without losing track of anything.
• Comfort with Google Workspace and Microsoft Office; willingness to learn ERP and order management systems.
• Sound judgment — you know when to escalate and when to just handle it.

Nice-to-Haves

• Experience in distribution, MRO, or industrial supply chain environments.
• Familiarity with freight and shipping logistics.
• Exposure to Open-Book Management or Great Game of Business practices.
• Experience using Brightpearl or similar ERP systems.

Compensation & Benefits

• Salary: $45,000 - $50,000/year, plus bonus opportunity
• Health Insurance: 100% paid medical, dental, and vision coverage — for you and your family
• Time Off: Unlimited PTO
• Location: Springfield, MO

Benefits include

• 100% employer-paid medical, dental, and vision coverage for you and your family.
• Unlimited paid time off plus generous company holidays.
• Employee bonus program tied to company performance.
• Comprehensive training, mentorship, and ongoing professional development.

About Keep Supply

Keep Supply is a respected and resourceful distributor of heavy commercial and industrial refrigeration parts, equipment, and other MRO supplies. No matter the need, we keep our customers supplied and running. We practice Open-Book Management through the Great Game of Business, which means every team member understands their impact on the company’s financial performance and shares in its success.

We’re a small, scrappy team that values teamwork, work ethic, and humility. We celebrate wins together and hold each other accountable. If you’re looking for a place where your work matters and your growth is invested in, Keep Supply might be the right fit.

Keep Supply is an equal opportunity employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.