Key Responsibilities and Required Skills for a Receiving Coordinator

🎯 Role Definition

As a Receiving Coordinator, you are the critical first checkpoint in our supply chain, ensuring the accuracy, quality, and timeliness of all incoming goods. You will be the hands-on owner of the receiving dock, responsible for orchestrating the flow of materials from carrier trucks to our inventory system. This role requires a meticulous and organized individual who can manage multiple priorities in a dynamic, fast-paced warehouse environment. You will collaborate closely with procurement, inventory control, and warehouse teams to resolve discrepancies, maintain data integrity in our WMS/ERP system, and uphold the highest standards of safety and operational efficiency. Your diligence directly impacts inventory accuracy, production schedules, and overall business success.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate
Stocker / Material Handler
Picker / Packer

Advancement To:

Receiving Supervisor / Lead
Inventory Control Supervisor
Warehouse Supervisor or Manager

Lateral Moves:

Shipping Coordinator
Inventory Control Analyst
Logistics Coordinator

Core Responsibilities

Primary Functions

Coordinate and schedule inbound freight appointments with carriers and vendors to manage dock traffic and workflow efficiently.
Physically and systematically receive all incoming materials, supplies, and products, ensuring proper handling techniques are used to prevent damage.
Meticulously verify inbound shipments against purchase orders (POs), packing slips, and bills of lading to confirm product accuracy, quantity, and quality.
Conduct thorough inspections of all received goods for visible damage, defects, or shortages, and document any discrepancies according to company protocol.
Utilize RF (Radio Frequency) scanners and Warehouse Management Systems (WMS) or ERP systems (e.g., SAP, Oracle, NetSuite) to accurately record the receipt of goods.
Generate, process, and file all receiving documentation, including receiving reports and discrepancy claims, ensuring a clear and auditable trail.
Communicate effectively with procurement, accounts payable, and inventory control teams to resolve shipment discrepancies, such as overages, shortages, or incorrect items.
Liaise directly with vendors and carriers to address and resolve issues related to shipping errors, damaged goods, or missing documentation.
Properly label and tag all incoming inventory with internal SKUs, lot numbers, and expiration dates as required before staging for putaway.
Operate material handling equipment, including forklifts, pallet jacks, and hand trucks, in a safe and efficient manner to unload trucks and move materials.
Manage the Return to Vendor (RTV) and Return Merchandise Authorization (RMA) processes for rejected or incorrect products, ensuring timely processing and shipment.
Ensure all receiving activities comply with company policies, quality standards, and safety regulations, including OSHA guidelines.
Stage received materials in designated holding or putaway areas, ensuring clear organization and accessibility for the inventory team.
Prepare and distribute daily, weekly, and monthly reports on receiving volumes, discrepancies, and carrier performance.
Act as the primary point of contact for all receiving-related inquiries from internal departments.

Secondary Functions

Assist with regular cycle counts and participate in annual physical inventory audits to help maintain overall inventory accuracy.
Maintain the cleanliness, organization, and safety of the receiving dock and surrounding work areas to ensure a hazard-free environment.
Provide training and guidance to new warehouse associates on proper receiving procedures and systems.
Collaborate with the Quality Assurance team to quarantine and inspect specific incoming materials that require quality checks.
Recommend and help implement process improvements within the receiving department to enhance efficiency, accuracy, and safety.
Cross-train in other warehouse functions, such as shipping or inventory control, to provide support as needed during peak periods.

Required Skills & Competencies

Hard Skills (Technical)

Warehouse Management Systems (WMS/ERP): Proficiency in using WMS or ERP software (e.g., SAP EWM, Oracle SCM, NetSuite, Manhattan) for transaction processing.
RF Scanner Proficiency: Hands-on experience using handheld RF scanning devices for receiving, tracking, and data entry.
Material Handling Equipment (MHE): Certified or experienced in operating forklifts, electric pallet jacks, and other warehouse equipment.
Microsoft Office Suite: Competency in MS Excel for tracking and reporting, and MS Outlook for communication.
Data Entry: High level of speed and accuracy in entering data into inventory and logistics systems.
Inventory Management Principles: Solid understanding of inventory control, cycle counting, and discrepancy resolution.
Logistics Documentation: Familiarity with shipping and receiving documents such as Bill of Lading (BOL), packing slips, and commercial invoices.

Soft Skills

Attention to Detail: Exceptional thoroughness and accuracy when verifying shipments, counting items, and entering data.
Problem-Solving: Ability to independently identify, investigate, and resolve shipment discrepancies and logistical issues.
Communication: Clear and professional verbal and written communication skills for coordinating with internal teams, vendors, and carriers.
Time Management & Organization: Strong ability to prioritize tasks, manage a busy dock schedule, and work efficiently in a fast-paced environment.
Teamwork & Collaboration: Proven ability to work effectively as part of a larger warehouse and supply chain team.
Physical Stamina: Ability to stand for extended periods, and to lift, push, and pull heavy objects (typically up to 50 lbs) consistently.
Safety Consciousness: A strong commitment to following safety protocols and maintaining a safe working environment for oneself and others.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree in a related field.

Relevant Fields of Study:

Supply Chain Management
Logistics
Business Administration

Experience Requirements

Typical Experience Range: 2-4 years of direct experience in a warehouse receiving, shipping, or inventory control role.

Preferred:

Experience in a high-volume distribution center or manufacturing environment.
Current forklift certification is highly desirable.
Prior experience leading or coordinating the work of a small team.