Receiving Specialist

The Receiving Specialist is responsible for coordinating, validating, and processing receiving documentation for materials and services across all company locations. This role serves as the central point of contact between field operations, office administrators, vendors, and Accounts Payable to ensure that invoices accurately match received goods or completed services and that documentation is obtained and processed in a timely manner.

This position is primarily administrative and coordination-focused and does not require routine physical handling of materials.

• Confirm receipt of materials and services through delivery tickets, packing slips, or field confirmations
• Ensure receiving documentation is collected, scanned, and properly associated with purchase orders
• Record incoming receipt of materials and service deliveries for all plant sites and the corporate office
• Responsible for month-end receiving close in coordination with Accounts Payable
• Maintain accurate and up-to-date receiving records

• Monitor open purchase orders and aging receipts
• Review receiving documentation prior to invoice processing
• Identify discrepancies between invoices, purchase orders, and receiving records
• Coordinate resolution of quantity or documentation issues before escalation to AP
• Communicate with plant supervisors to confirm receipt and awareness of deliveries
• Follow up with office administrators regarding missing or delayed documentation
  
  Contact vendors and service providers to obtain required field tickets or delivery receipts
• Reinforce documentation expectations with vendors in coordination with AP
• Support the development of standardized receiving and documentation procedures
• Help reduce aged open purchase orders and invoice processing delays
• Serve as a consistent point of accountability for the receiving process

• This position is responsible for all other duties as assigned

• High school diploma or equivalent required
• Must have a valid driver’s license
• 1–3 years of experience in accounts receivable, logistics, accounts payable support, or administrative coordination preferred
• Strong attention to detail and follow-up skills
• Ability to communicate effectively with field personnel, vendors, and finance staff
• Comfortable working with purchasing and accounting systems
• Proficient in Excel
• Ability to manage multiple locations and priorities

• Office-based position
• Occasional coordination with field sites by phone or email