The Fulfillment Coordinator serves as the operational linchpin connecting inventory control, sales orders, and regulatory compliance within the cannabis distribution ecosystem. This role is responsible for the final, critical stage of the supply chain before products are dispatched to licensed retailers. The position's core function is to guarantee that every physical unit of cannabis product moved from the vault to a delivery vehicle is perfectly mirrored by a faultless digital transaction in the state-mandated seed-to-sale tracking system, such as MJFreeway. This professional ensures that the immense complexity of product variations, batch-specific lab results, and unique package identifiers (UIDs) is managed with absolute precision. The economic and legal consequences of failure are substantial; a single error in a transport manifest can result in product seizure, significant fines, and potential suspension of the distribution license. Therefore, the Fulfillment Coordinator directly preserves the company's revenue streams, operational license, and market reputation through meticulous execution and unwavering adherence to compliance protocols.
The operational day begins with a data synchronization check. The Fulfillment Coordinator accesses the enterprise resource planning (ERP) system to pull the queue of approved sales orders for the day. Each order is then cross-referenced against live inventory levels within the MJFreeway seed-to-sale platform. This initial step verifies that sufficient stock from the correct, tested, and approved batches is available to fulfill each order before any physical movement occurs. A discrepancy, such as a batch being on quality hold or insufficient quantity, triggers immediate communication with the inventory and sales teams to resolve the issue before generating a pick list.
With orders validated, the coordinator generates precise pick lists for the warehouse team. These lists specify not just the product and quantity but also the exact batch numbers and corresponding package UIDs required for each order. The focus then shifts to overseeing the picking process in the secure vault. Team members use handheld scanners to select products, and the coordinator ensures that every single package's UID is scanned and electronically assigned to its corresponding sales order. This creates an unbroken digital chain of custody. A random quality assurance check might involve pulling a picked order and physically verifying the UIDs on the packages of vape cartridges or pre-rolls against the digital pick list to ensure a one-to-one match.
The midday phase is dedicated to the most critical compliance function: manifest creation. For each fulfilled order, the coordinator navigates to the MJFreeway portal to build the official transport manifest. This requires precise data entry of the destination dispensary's license number, the assigned vehicle's make, model, and plate number, and the licensed driver's details. Most importantly, the coordinator electronically transfers every scanned UID from the order into this manifest. The system then generates a multi-page document that is the sole legal authority for that vehicle to transport cannabis. The physical manifest is printed, signed, and reviewed for accuracy one last time before being handed to the logistics team.
In the afternoon, the coordinator supervises the final loading and dispatch process. They work with the Fleet & Logistics team to ensure the secured, GPS-tracked vehicle is ready. As the packed orders are loaded, a final physical count is reconciled against the item count on the manifest. Once the vehicle departs, the coordinator updates the order status in the ERP system and monitors the delivery's progress. Upon receiving confirmation of a successful delivery from the driver, they perform the final step: closing out the manifest in MJFreeway. This digitally completes the transfer of custody for every UID to the retailer, removing the inventory from the distributor's books. The day concludes with running an end-of-day inventory reconciliation report, comparing the physical vault count against the digital ledger in MJFreeway to identify and resolve any discrepancies from the day's activities.
The Fulfillment Coordinator's responsibilities are segmented into three primary domains that ensure operational integrity:
The Fulfillment Coordinator's performance directly translates into measurable impacts on the company's financial health and operational viability:
| Impact Area | Strategic Influence |
|---|---|
| Cash | Prevents severe cash outflows by eliminating costly regulatory fines associated with inaccurate manifests and inventory reporting. |
| Profits | Maximizes revenue recognition by ensuring accurate and complete orders are shipped, reducing the need for credits, returns, and chargebacks from retail partners. |
| Assets | Safeguards the company's most valuable asset—its inventory—from administrative seizure, diversion, or loss through rigorous tracking and chain of custody management. |
| Growth | Establishes a scalable, repeatable, and compliant fulfillment engine that enables the company to confidently increase order volume and expand its customer base. |
| People | Drives a culture of accountability and precision within the warehouse team, improving overall operational performance and reducing stress caused by errors. |
| Products | Ensures product integrity by maintaining a clear line of sight on batch and testing data throughout the fulfillment process, guaranteeing retailers receive compliant goods. |
| Legal Exposure | Creates a defensible digital audit trail for every unit that leaves the facility, significantly mitigating the risk of legal action related to product diversion or non-compliance. |
| Compliance | Serves as the primary executor of state-mandated track-and-trace regulations, directly ensuring the company's adherence to transport and inventory laws. |
| Regulatory | Operates as the front-line defense against regulatory infractions, maintaining the company's license to operate in good standing through flawless execution of daily compliance tasks. |
Reports To: This position typically reports to the Distribution Manager, Logistics Manager, or Director of Operations.
Similar Roles: Professionals with titles like Logistics Coordinator, Inventory Control Specialist, Warehouse Supervisor, or Supply Chain Planner in other regulated industries possess the core skill set. The key differentiator in cannabis is the integration of a state-mandated digital tracking system into every step of the physical fulfillment process. The role is a hybrid of a traditional fulfillment lead and a compliance data entry specialist.
Works Closely With: This position requires constant collaboration with the Inventory Manager (to resolve stock discrepancies), the Sales Team (to confirm order details), the Compliance Officer (to clarify regulatory rules), and the Fleet Manager (to coordinate dispatches).
Mastery of a specific technology stack is essential for success in this role:
Professionals from industries with stringent tracking and handling requirements are exceptionally well-suited for this role:
The role demands a unique combination of hard and soft skills:
The daily functions of this role are directly governed by the rules and systems of these entities:
| Acronym/Term | Definition |
|---|---|
| COA | Certificate of Analysis. A lab report confirming a cannabis product batch has passed mandatory testing for potency and contaminants. |
| Chain of Custody | The documented, unbroken trail of accountability for cannabis inventory as it moves through the supply chain. |
| ERP | Enterprise Resource Planning. Business management software used to manage sales orders, financials, and operational data. |
| Manifest | A state-generated legal document detailing all cannabis products, the route, vehicle, and personnel involved in a transport. |
| METRC | Marijuana Enforcement Tracking Reporting Compliance. A common seed-to-sale software platform used by state regulators. |
| MJFreeway | A specific brand of seed-to-sale software used for compliance tracking and reporting in several states. |
| Pick Ticket | An internal document listing the items, quantities, and locations for a specific order to be picked from the warehouse. |
| S2S | Seed-to-Sale. A term for the compliance systems used to track cannabis products from cultivation to final sale. |
| SKU | Stock Keeping Unit. A unique code that identifies a specific product type, such as '1g Blueberry Vape Cartridge'. |
| UID | Unique Identifier. A specific tag (e.g., a METRC tag) with a unique serial number affixed to a specific cannabis package or batch. |
| Vault | A highly secure, limited-access room or area where cannabis inventory is stored to prevent diversion. |
| WMS | Warehouse Management System. Software and hardware (like scanners) used to manage and optimize warehouse operations. |
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