Receiving Coordinator (full-time) at Pro Food Systems Inc

Description

RECEIVING COORDINATOR

Reports to: Store Director

FLSA Status: Non-Exempt

SUMMARY

As the Receiving Coordinator, you will be responsible for managing all backdoor receiving operations, ensuring accurate and efficient handling of incoming shipments. You will oversee vendor deliveries, verify invoices, and ensure proper documentation for all received goods. You will review and reconcile invoices, resolve discrepancies, and maintain accurate records to support financial accuracy. Additionally, you will coordinate and process store orders, working closely with vendors and store leadership to ensure proper inventory flow. Your role is critical in maintaining organized receiving operations, preventing loss, and ensuring smooth store operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversee all backdoor receiving operations, ensuring accurate and efficient processing of incoming shipments.
• Verify and inspect deliveries for accuracy, quality, and compliance with purchase orders.
• Review and reconcile invoices against received shipments, ensuring proper documentation and accuracy.
• Work with vendors and store leadership to resolve invoice discrepancies and payment issues.
• Maintain accurate receiving records, including invoices, packing slips, and purchase orders.
• Process and coordinate store orders, ensuring timely and correct deliveries to maintain proper inventory levels.
• Monitor and track vendor performance, addressing any issues related to late or incorrect shipments.
• Ensure compliance with company policies and procedures for receiving, invoicing, and inventory control.
• Prevent loss and shrinkage by following proper security measures and verifying all received goods.
• Coordinate returns and damaged goods claims with vendors to ensure proper credit or replacement.
• Communicate with department managers and store leadership regarding inventory arrivals, shortages, or discrepancies.
• Maintain a clean and organized receiving area, ensuring compliance with safety regulations.
• Utilize store technology and software systems to process and track received goods and invoices.
• Maintain backdoor security, do not leave the backdoor receiving door unlocked without a clear line of sight. Nothing should leave or enter the back door without your approval and inspection.
• Perform all other duties as assigned.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• 1-2 years of experience in receiving, inventory control, or accounts payable, preferably in a retail or grocery environment.
• Knowledge of receiving operations, inventory management, and invoice reconciliation.
• Familiarity with accounts payable processes, including invoice verification and dispute resolution.
• Proficiency with inventory management software and technology used for receiving and tracking shipments.
• Strong organizational and time-management skills to handle multiple tasks and priorities.
• Ability to work with vendors and store leadership to resolve discrepancies and maintain accurate records.
• Attention to detail for verifying shipments, quality control, and documentation accuracy.
• Ability to work in a team environment and communicate effectively with all levels of staff.
• Strong problem-solving skills for addressing shipment and invoice discrepancies.
• Basic math and reading skills to verify shipments, process invoices, and track inventory levels.

WORKING CONDITIONS

• Primarily works in a backdoor receiving area of the store, which may be subject to temperature variations, particularly in cold storage or freezer areas.
• Frequent interaction with vendors, store leadership, and department managers to ensure smooth operations and accurate inventory management.
• Must be able to work in a fast-paced environment, especially during peak delivery times.
• Must be available to work a flexible schedule including a variety of shifts, days, evenings, nights, and weekends including overtime, as needed

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Continuously stand and walk for extended periods
• Frequently required to stoop, kneel, crouch or crawl.
• Must have visual and hearing acuity.
• Climbing ladders or using other equipment to reach higher shelves for storage or inventory management
• Perform Repetitive tasks that may involve frequent handling, sorting, and organizing of goods
• Ability to use hands and fingers to reach, lift, push and carry 50 pounds on a regular basis
• Must have manual dexterity to handle and operate technology and paperwork 
• Operating equipment such as pallet jacks, carts, and box cutters
• Ability to speak to, hear, and understand others via phone and in person in English