Description

Department

Finance & Administration

Reports To

Finance & Administration Manager

FLSA

Exempt

Employment

Full-Time

Hours

Full-time exempt position. Normally scheduled to work a minimum of 40 hours per week over five (5) days. Additional hours may be required based on delivery schedules, inventory counts, holiday business needs, or other operational requirements.

Pay Grade

3

Job Summary

Receives, verifies, and organizes incoming merchandise while maintaining warehouse organization and inventory accuracy.

Customer Service & Internal Service Basics for All Staff:

• Provide excellent customer service to our shoppers, making the customer’s needs a top priority whenever on the sales floor or answering the phone.
• Share information with our shoppers about co-op happenings, educational opportunities, and the benefits of co-op ownership.
• Provide excellent internal customer service to all staff members, maintaining a positive attitude toward self and others.
• Help to create a work environment that is cooperative, fun, productive, and safe, and that focuses on solutions.

I. Essential Duties & Responsibilities:

Receiving & Delivery Operations

Purpose: Ensure all incoming deliveries are received accurately, inspected thoroughly, and documented properly.

• Act as the first point of contact for all incoming deliveries.
• Receive, inspect, and verify incoming deliveries for quantity, quality, and accuracy.
• Log truck arrival and departure times, including the number of pallets received.
• Ensure refrigerated and frozen deliveries arrive at acceptable temperatures, and record the temperatures on the receiving documentation.
• Document shortages, damages, unsafe pallets, improper stacking, and other receiving discrepancies.
• Communicate delivery delays, shortages, and other receiving issues to the appropriate department managers.
• Forward signed receiving documentation and supporting paperwork promptly to the Accounts Payable & Administrative Assistant.

Warehouse & Inventory Operations

Purpose: Maintain an organized, accurate, and safe warehouse while supporting inventory integrity.

• Maintain accurate receiving logs and inventory records.
• Maintain clean, organized, and safe receiving, loading dock, baler room, and backstock areas.
• Manage product returns and vendor credits in accordance with established procedures.
• Participate in physical inventories and cycle counts as assigned.
• Investigate inventory discrepancies and recommend corrective actions.
• Identify and report damaged, slow-moving, excess, or non-usable inventory.
• Assist with stocking duties and other warehouse operations as needed.

Warehouse Safety & Equipment

Purpose: Promote a safe working environment and proper handling of merchandise and equipment.

• Advise employees on the proper care, handling, storage, and preservation of inventory.
• Provide guidance on the safe operation and proper use of warehouse equipment.
• Safely operate forklifts, pallet jacks, cardboard balers, ladders, power tools, and other warehouse equipment.
• Follow all workplace safety policies and report safety concerns immediately.

Communication & Team Support

Purpose: Support efficient operations through communication and teamwork.

• Communicate effectively with department managers regarding receiving issues and delivery discrepancies.
• Attend department meetings and required training sessions.
• Maintain positive working relationships with vendors, delivery drivers, and fellow employees.
• Provide excellent internal customer service by supporting store departments with receiving and warehouse needs.

II. Customer Service

Purpose: Provide exceptional service to customers, vendors, and fellow employees while professionally representing the Co-op.

• Assist customers promptly, courteously, and professionally.
• Demonstrate professionalism, teamwork, and respect in all interactions.
• Support the Co-op's mission by providing excellent internal and external customer service.
• Respond appropriately to customer questions and direct concerns to the appropriate department when necessary.

III. Maintenance, Safety & Security

Purpose: Promote a safe, secure, and well-maintained work environment while supporting efficient store operations.

• Follow all Co-op safety policies, procedures, and safe work practices.
• Monitor the receiving area for safety and security concerns and report issues promptly.
• Assist other departments as operational needs require.
• Understand and fulfill the Co-op's Core Responsibilities, including customer service, communication, teamwork, mission integration, professionalism, and accountability.
• Perform other duties as assigned.
• Maintain reliable attendance and flexibility to work additional hours as needed.

Requirements

Essential Mental Requirements & Competencies

To perform this position successfully, an employee should demonstrate the following competencies.

Problem Solving

• Identify problems and resolve issues promptly and effectively.
• Exercise sound judgment when addressing receiving, inventory, and operational discrepancies.

Customer Service

• Provide courteous, professional service to customers, vendors, and coworkers.
• Respond promptly to requests for assistance.
• Handle challenging situations calmly and professionally.

Communication

• Communicate clearly and professionally with coworkers, vendors, and management.
• Share information accurately and promptly.
• Work collaboratively across departments.

Adaptability

• Adapt to changing priorities and workloads.
• Effectively manage competing demands and unexpected situations.

Attendance & Dependability

• Maintain regular attendance and punctuality.
• Follow established procedures and management direction.
• Complete assignments within established timeframes.
• Notify management promptly when issues may affect assigned responsibilities.

Quality & Productivity

• Perform work accurately and thoroughly.
• Maintain productivity while following established procedures.
• Continuously seek opportunities to improve efficiency and work quality.

Minimum Qualifications

To perform this position successfully, an individual should possess the following knowledge, skills, and abilities. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Communication Skills

• Read, understand, and follow written and verbal instructions.
• Communicate effectively with customers, vendors, and coworkers.
• Maintain professional written and verbal communication.

Mathematical Skills

• Perform basic arithmetic, including addition, subtraction, multiplication, division, percentages, and unit conversions.
• Accurately verify quantities, inventory counts, and receiving documentation.

Reasoning Ability

• Apply sound judgment when resolving routine receiving and inventory issues.
• Analyze discrepancies and recommend appropriate corrective action.

Computer Skills

• Basic proficiency with Microsoft Office applications, including Excel and Outlook.
• Ability to maintain electronic receiving logs and utilize Google Workspace.
• Ability to learn inventory management and receiving software.

Equipment Skills

• Safely operate pallet jacks, forklifts (if certified), cardboard balers, ladders, and other warehouse equipment.
• Possess or obtain any required equipment certifications.
• Valid Illinois driver's license preferred.

Essential Physical Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Physical Demands

• Frequently stand, walk, bend, kneel, stoop, reach, climb, and balance.
• Frequently use hands and arms to handle merchandise, equipment, and materials.
• Frequently lift, carry, push, and pull up to 60 pounds.
• Occasionally, move heavier items with appropriate equipment or assistance.
• Frequently communicate verbally and hear conversations in a warehouse environment.

Vision Requirements

• Close vision
• Distance vision
• Peripheral vision
• Depth perception
• Ability to read product labels, invoices, and receiving documentation accurately.

Work Environment

The work environment described below is representative of the conditions encountered while performing the essential functions of this position.

Working Conditions

• Frequent exposure to refrigerated and freezer environments.
• Occasional exposure to outdoor weather conditions while receiving deliveries.
• Occasional exposure to wet floors, dust, fumes, and airborne particles.
• Moderate to occasionally loud noise levels associated with warehouse and receiving operations.
• Frequent interaction with vendors, delivery personnel, customers, and employees throughout the workday.

Disclaimer

The duties, responsibilities, qualifications, skills, physical requirements, and working conditions described in this job description are intended to describe the general nature and level of work performed by employees in this position. They are not intended to be an exhaustive list of all responsibilities, duties, or qualifications.

The Dill Pickle Food Co-op reserves the right to modify, interpret, or revise this job description at any time to meet the organization's operational needs. Employees may be assigned additional responsibilities or duties as business needs, organizational priorities, or working conditions require.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.