Shipping & Receiving Coordinator

Description

A Few Things About Us

Welcome to Diverzify+! We are the largest and most respected commercial flooring installation service company in the industry, with 60+ locations across the U.S. and a team of nearly 2,300. Our innovative vision and partnerships with top companies set us apart. Working with us means joining a fun and hardworking team. We offer competitive pay and total rewards (Medical, Dental, Vision, Telemedical, Mental Health, Prescriptions, HSA/FSA, Life and AD&D, and 401k Company Match). Come join us and be a part of something amazing!

Job Summary

The Shipping and Receiving Coordinator is responsible for the administrative, system, and inventory-control functions that support the physical movement of flooring material through the warehouse. The position receives warehouse paperwork, verifies receiving documentation against purchase orders in the operating system, completes system receipts, processes pick-list shipments and dispositions, maintains receiving and purchase-order controls, scans documentation to project files, posts cycle counts, and owns discrepancy communication through resolution. The coordinator serves as the primary administrative liaison between the warehouse, Account Managers, Project Coordinators, purchasing-related functions, and other internal stakeholders regarding material transactions and inventory records.  

Requirements

Job Responsibilities

• Review the warehouse receiving logbook and sign off that each purchase order and corresponding receiving packet has been received before completing the system transaction.  
• Verify the bill of lading and warehouse receiving paperwork against the purchase order in IFS, including quantity, product, color, size, unit of measure, and other relevant material details.  
• Investigate missing paperwork, incomplete logbook entries, or mismatched documentation before receiving material into the system.  
• Communicate receiving shortages, overages, damage, incorrect material, quantity differences, or other discrepancies to the appropriate Account Manager and Purchaser and maintain ownership of follow-up until resolution.  
• Coordinate with warehouse personnel to confirm physical findings, recount material, locate inventory, or clarify handwritten quantity changes and material tags.  
• Maintain organized receiving records and scan bills of lading, purchase-order receiving packets, pick lists, and other required documents into the appropriate project files. 
• Process system shipment of completed pick lists based on the quantities actually released by the warehouse.  
• Review pick lists, handwritten warehouse changes, installer acknowledgments, and included material tags to verify that system shipment quantities reflect what physically left the warehouse.  
• Resolve discrepancies before shipping a pick list in the system, including confirming whether the warehouse released the original pick-list quantity, a revised quantity, or the entire remaining lot.  
• Monitor open pick lists and investigate or escalate any pick list that remains open for more than seven days.  
• Print disposition pick lists and provide them to warehouse personnel for physical verification of material.  
• Process dispositions in the operating system based on the warehouse findings, including shipping material from the project, creating a remnant when the material meets established minimum-keep requirements, or transferring material to another project when requested and physically verified.  
• Update the system to reflect material found, not found, retained as remnant, shipped from the project, or transferred to another project.  
• Communicate disposition results to the Project Coordinator who requested the disposition, including what was found, what was not found, and what system action was completed.  
• Retain or scan the checked disposition paperwork showing the warehouse findings as support for the completed system transaction.  
• Process RMAs and supplier-return documentation, coordinate administrative requirements with internal stakeholders and suppliers, and provide the warehouse with the paperwork needed to physically prepare or release the return.  
• Post physical cycle-count results in the operating system after reviewing warehouse count information.  
• Research inventory discrepancies by reconciling original bills of lading, receiving transactions, pick lists, material tags, project transfers, bin changes, dispositions, and other system activity. 
• Route inventory adjustments to Danny Miller, Installation and Warehouse Manager, for review and approval before final posting when an adjustment is required. And communicate any shortages to the Account Manager.  
• Maintain accurate PO, receiving, disposition, return, pick-list, cycle-count, and inventory-control records.  
• Respond to Account Manager, Project Coordinator, warehouse, and internal inquiries promptly, even when additional investigation is required before a final answer can be provided.  
• Occasionally assist with deliveries, jobsite runs, physical warehouse support, or other operational needs when requested, while the primary responsibility remains system administration and inventory control.  
• Support other shipping, receiving, inventory, and operational duties reasonably assigned by the Installation and Warehouse Manager.  

Qualifications

• Strong attention to detail and ability to compare purchase orders, bills of lading, receiving paperwork, material tags, pick lists, and system records. 
• Excellent organization and document-control skills, including maintaining logs and scanning records to the correct electronic project files. 
• Ability to investigate transaction history, reconcile inventory activity, and identify the source of quantity or location discrepancies.  
• Strong written and verbal communication skills with Account Managers, Project Coordinators, warehouse personnel, suppliers, installers, and management.  
• Ability to manage multiple open issues, follow up consistently, and maintain ownership until each discrepancy is resolved or formally escalated. 
• Ability to learn and accurately use enterprise resource planning, inventory, document-management, email, and related business systems. 
• Working knowledge of material receiving, shipping, returns, dispositions, remnants, transfers, cycle counts, and warehouse documentation, or the ability to develop that knowledge. 
• Sound judgment regarding when to pause a transaction, request physical verification, or escalate an inventory concern. 

Working Conditions

• Primarily office and system-based work performed in close coordination with an active warehouse and loading-dock environment. 
• Frequent telephone, email, document, and system-based communication involving time-sensitive material issues. 
• May occasionally enter the warehouse, locate material, assist with a delivery or jobsite run, or provide limited physical operational support. 
• Must follow all applicable warehouse safety and personal protective equipment requirements when working in warehouse or loading areas.

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.