Job Profile: Inventory Coordinator

Job Overview

The Inventory Coordinator serves as the central control point for a dispensary's most critical assets: its product and its license to operate. This position is responsible for the absolute accuracy of all inventory data, ensuring a perfect one-to-one match between physical products on the shelf, the Point of Sale (POS) system, and the state-mandated track-and-trace system, such as METRC or Biotrack. In an industry where every single product unit is tracked with a unique identifier from seed to sale, this role is the human firewall against compliance violations. The coordinator manages the flow of millions of dollars in regulated goods, mitigates financial loss from shrinkage, and ensures the data integrity that underpins the entire retail operation. This function directly determines the dispensary's ability to pass state audits, maintain profitability, and provide a seamless customer experience.

A Day in the Life

The operational day begins with a critical data reconciliation. The first task is to run the previous day's sales report from the dispensary's POS system. This report is meticulously compared, line by line, against the sales data recorded in the state's METRC system. The coordinator verifies that every unique package ID (UID) sold to a customer was correctly decremented in both systems. Any discrepancy, even a single vape cartridge, is immediately flagged for investigation. This is followed by a physical audit of the high-security vault, where a spot-check or 'cycle count' of a specific product category, such as 3.5-gram flower jars, is performed. The physical count must precisely match the quantities listed in the digital inventory ledgers.

The focus then shifts to inbound logistics upon the arrival of a shipment from a licensed cultivator or manufacturer. The coordinator receives the digital transfer manifest in METRC before the physical product arrives. Upon arrival, each case is opened, and the UID on every single package is scanned and verified against the manifest. The coordinator checks for any signs of tampering or damage and confirms that the product's Certificate of Analysis (COA) is accessible and matches the batch information. A single incorrect UID on a package means that package must be rejected and quarantined. Accepting a discrepant manifest can compromise the entire inventory's compliance status. Once verified, the products are formally accepted in METRC, and each item is physically organized in the vault according to First-In, First-Out (FIFO) principles.

Midday operations involve managing the flow of product from the secure vault to the sales floor. The coordinator processes restock requests from the sales team, ensuring that each product moved to the front-of-house is properly transferred in the inventory system. This is also a time for investigation. Suppose the morning reconciliation revealed a missing edible package. The coordinator will review security camera footage, interview sales staff from the previous shift, and trace the UID's transaction history in the POS system to identify the root cause, whether it was a data entry error, a product mis-scanned at checkout, or potential theft. Every step of this investigation is documented to create a clear audit trail.

The afternoon concludes with reporting and preparation. The coordinator analyzes inventory velocity reports to identify slow-moving products that may require a promotional strategy to sell before their expiration date. A comprehensive end-of-day report is prepared for the Dispensary Manager, summarizing sales data, receiving activities, any resolved variances, and the results of all cycle counts. The coordinator ensures that all display products on the sales floor are reconciled and that the vault is secure and organized for the start of the next business day. This systematic closing process ensures that each day begins with a clean, accurate, and defensible inventory position.

Core Responsibilities & Operational Impact

The Inventory Coordinator's responsibilities are structured across three key domains of operational control:

1. Regulatory Compliance & Data Integrity

• Track-and-Trace System Management: Executing all inventory transactions within the state system (METRC, Biotrack), including receiving transfers, processing sales, adjusting for waste, and creating packages. This ensures a 100% accurate digital chain of custody.
• Daily Reconciliation: Performing daily audits to ensure perfect alignment between physical inventory counts, POS sales records, and the state's track-and-trace database. This is a non-negotiable daily task.
• Audit Preparedness: Maintaining meticulous, defensible records for every inventory adjustment, variance investigation, and product transfer. This role serves as the primary point of contact during unannounced audits by state regulators.

2. Physical Inventory Control & Logistics

• Inbound Product Receiving: Managing the complete intake process for all new inventory, from pre-verifying digital manifests to physically scanning and confirming every individual product unit upon delivery.
• Secure Storage & Organization: Overseeing the organization and security of the inventory vault, implementing FIFO protocols to prevent spoilage, and maintaining designated quarantine areas for damaged, returned, or recalled products.
• Shrinkage & Loss Prevention: Proactively identifying and investigating all inventory discrepancies to determine the root cause. This includes isolating issues related to data entry error, process gaps, product damage, or potential employee theft.

3. Operational Analysis & Reporting

• Variance Investigation & Resolution: Conducting thorough root cause analysis for any discovered inventory variance, documenting the findings, and implementing corrective actions to prevent recurrence.
• Inventory Velocity Analysis: Generating and analyzing sales data to provide the purchasing team with precise information on product turnover rates, helping to optimize ordering and prevent both overstock and out-of-stock situations.
• Process Optimization: Identifying inefficiencies or compliance risks in the current inventory workflow and collaborating with management to refine Standard Operating Procedures (SOPs) for receiving, counting, and sales floor replenishment.

Strategic Impact Analysis

The Inventory Coordinator directly influences key business performance metrics through the following mechanisms:

Chain of Command & Key Stakeholders

Reports To: This position typically reports to the Dispensary General Manager or a regional Director of Retail Operations in a multi-site organization.

Similar Roles: This role's skill set is highly transferable from other sectors. It is directly comparable to an Inventory Control Specialist in high-value electronics retail, a Pharmacy Technician in healthcare, or a Supply Chain Analyst in consumer packaged goods. Other equivalent titles include Logistics Coordinator, Asset Protection Specialist, and Compliance Auditor. These roles all share a core focus on meticulous tracking of regulated or high-value assets, process auditing, and data reconciliation between physical and digital systems.

Works Closely With: This position works in constant collaboration with the Purchasing Manager, Sales Associates (Budtenders), and the corporate Compliance Officer.

Technology, Tools & Systems

Mastery of specific industry technologies is essential for success:

• State Track-and-Trace Systems: Daily, expert-level use of platforms like METRC or Biotrack. This is the official system of record for the state regulator and is the ultimate source of truth for all inventory.
• Cannabis Point-of-Sale (POS) Systems: Deep proficiency with dispensary-specific POS software such as Dutchie, Flowhub, or Cova. The primary focus is on ensuring seamless, error-free integration with the state track-and-trace system.
• Inventory Management & Analytics Software: Utilizing built-in or third-party tools for creating cycle count schedules, generating velocity reports, and analyzing sales trends to inform purchasing and operational decisions.
• Data Capture Hardware: Efficient use of handheld barcode scanners, label printers, and mobile tablets to conduct audits, receive products, and manage inventory movement with speed and accuracy.

The Ideal Candidate Profile

Transferable Skills

Success in this role is built on a foundation of precision and process adherence, found in many regulated industries:

• Pharmaceutical / Pharmacy Operations: Experience as a pharmacy technician, managing controlled substances, adhering to strict record-keeping protocols, and conducting regular inventory audits is directly applicable.
• High-Volume Retail Logistics: A background in inventory control or asset protection for retailers with high-value goods (e.g., electronics, jewelry) provides expertise in shrinkage control, cycle counting, and supply chain management.
• Food & Beverage / CPG: Knowledge of managing products with expiration dates, implementing FIFO systems, and using inventory management software in a fast-paced environment is highly relevant.
• Accounting & Auditing: A professional background in bookkeeping, accounting, or auditing provides a strong foundation in data reconciliation, forensic investigation of discrepancies, and maintaining meticulous financial records.

Critical Competencies

The role demands a unique combination of specific professional attributes:

• Unwavering Attention to Detail: The capacity to operate with a zero-error tolerance, where every number, scan, and data entry point is treated with absolute precision.
• Systematic & Process-Driven Mindset: The ability to follow complex Standard Operating Procedures without deviation and the discipline to ensure others do the same.
• Investigative & Problem-Solving Skills: An innate ability to function as a 'data detective,' methodically tracing discrepancies back to their source and identifying the root cause.
• Resilience Under Pressure: The composure to manage the high-stakes pressure of unannounced regulatory audits and to communicate findings to management with clarity and confidence.

Top 3 Influential Entities for the Role

These organizations define the rules, systems, and procedures that govern the daily functions of the Inventory Coordinator:

• The State Cannabis Regulatory Agency: This government body (e.g., California's DCC, Colorado's MED, Florida's OMMU) creates and enforces all regulations related to inventory tracking, auditing, and reporting. Their rules are the absolute authority for the role.
• METRC / State-Contracted Traceability Provider: As the provider of the state's mandatory track-and-trace software, this entity's platform is the primary tool and digital environment where the Inventory Coordinator operates daily. System updates, functionalities, and limitations directly shape workflow.
• The Dispensary's Point-of-Sale (POS) Provider: The functionality and reliability of the POS system (e.g., Dutchie, Flowhub) and its API integration with the state traceability system are critical. A poorly integrated POS can create constant data discrepancies, making the coordinator's job nearly impossible.

Acronyms & Terminology