Receiving Specialist

Location: Indianapolis


Travel Required: None

FLSA Status: Non-Exempt


Supervisory Requirements: No


Language: English Required


Physical Demands: Yes

Work Environment: In the office, the noise level in the work environment is usually quiet to moderate. While in the warehouse the employee may be exposed to moving vehicles, loud noise, and cold/hot temperatures.


Summary: The Receiving Specialist is responsible for accurately receiving, inspecting, documenting, and organizing incoming products and materials. This role plays a critical part in maintaining inventory accuracy, ensuring product quality, and supporting efficient warehouse operations.

Essential Duties & Responsibilities :

• Follow all safety procedures and work as safe as possible at all times.
• Input raw material/ingredient receipts data into various inventory management systems.
• Copy receivers on items that require cold storage and forward to Accounting for billing purposes.
• Update/close purchase orders (POs) in various inventory management systems.
• Notify the Production Planning Department of any discrepancies between what was ordered and what was received.
• Scan all documents relating to daily inventory activity and save in appropriate customer folders.
• Email customers daily with all activity from the prior day.
• Communicate with Blending Department regarding quantity and/or lot number discrepancies.
• Key cycle counts into various inventory management systems.
• Research and reconcile all discrepancies daily.
• Research raw material variances by lot number and identify root cause.
• Work with the Production Planning Department to ensure shelf-life and storage conditions for each item are up to date.
• Assist materials receiving in acquiring missing Certificate of Analysis.
• Maintain loss allowance spreadsheet and use to analyze raw materials gains/losses.
• Analyze reports submitted by customers for consistency and accuracy against Nor-Cal Beverage (NCB) data.
• Assist in customer on-site inventory audits.
• Perform and document traceability exercises regularly.
• Track and communicate upcoming material/ingredient expiration dates.
• Communicate with the Production Planning Department regarding shelf-life storage conditions that differ from what is currently on file.
• Assist with month-end tasks.
• Assist lift truck operators in the warehouse with printing and stickering all materials/ingredients upon arrival.
• Participate in departmental GMP zone audits.
• Participate, as required by the department manager, in Plant Quality System implementation and subsequent audits.
• Maintain a positive work atmosphere and interaction with customers, coworkers, and management.
• All other duties as assigned.
• Work scheduled shifts, weekends, and extended hours as required.
• Regular and punctual attendance.
• To perform this job successfully, must be able to perform each fundamental task listed above satisfactorily.

Behaviors & Competencies:

• Upholds mental, spiritual and physical safety
• Asks for and provides feedback
• Holds self and others accountable
• Supportive and collaborative of team members
• Participates in self-development and encourages the development of those who report/to him or her and peers
• Demonstrates flexibility and desire for growth

Experience for success :

• Required proficiency in Excel, Word, Outlook, and 10-key by touch.
• Excellent customer service in a friendly and professional manner.
• Excellent attention to detail and produces accurate work.
• Must be a team player.
• Ability to multitask and work with changing priorities.
• Ability to follow verbal and written instructions and procedures.
• Exceptional verbal and written communication skills.
• Ability to perform basic math calculations.
• Knowledge of inventory management systems preferably SAP, AS400, Avail and ILS.
• Ability to prioritize, accurately execute multiple tasks, and adhere to deadlines.
• Must be a quick learner, self-starter, and able to perform tasks with minimal supervision.
• Must be pro-active.
• Must have the desire and ability to follow-up and be thorough.
• Must be able to work in a fast-paced environment with a calm and professional attitude.
• Basic knowledge of office equipment such as fax machine, copier/scanner, telephones, and computer.

Education :

• High school diploma or equivalent required;
• Bachelor's degree preferred;
• 8-10 years' inventory experience preferred;
• Or equivalent combination of education and experience.

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.

While performing the duties of this job, the employee is constantly required to sit, talk, hear and use repetitive hand/wrist motions. The employee is occasionally required to stand, walk, twist/turn, stoop/bend, kneel, push/pull, squat, balance, reach above shoulders and climb stairs. The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to focus.

Must be authorized to work in the United States of America, now and in the future, without company sponsorship.