Media Intake Specialist

Job Description

Job Description

At Heirloom, we help people preserve priceless memories by converting photographs, videotapes, film, audio recordings, and other media into digital formats. Every customer shipment contains something meaningful—and a successful project starts with receiving it carefully and documenting it accurately.

We’re looking for a dependable, detail-oriented person to open customer shipments, organize their contents, and accurately count the media inside. Your work will give our team the information needed to prepare clear, accurate customer quotes and keep each order organized throughout production.

What you’ll do

• Carefully open customer shipments, preserving customer instructions, identifying information, and relevant packaging.
• Match each shipment to the correct customer and order.
• Sort media by type, including photographs, slides, negatives, videotapes, film reels, audio recordings, and discs.
• Count and record each media category using Heirloom’s established procedures.
• Double-check counts and resolve discrepancies before handing the order off for quoting.
• Document visible damage, unusual items, and special customer requests; flag anything requiring further review.
• Label and organize materials so every item remains associated with the correct customer.
• Maintain a clean, orderly receiving area and prepare organized orders for the next production step.
• Occasionally interact with customers, including assisting with drop-offs, pickups, and questions about received materials.
• Protect customer privacy and handle every item with respect.
  

What we’re looking for

• Strong attention to detail and a commitment to accurate counting and recordkeeping.
• Patience and consistency when performing repetitive tasks.
• Good organizational skills and the ability to keep multiple orders clearly separated.
• Comfort entering information into a computer and learning digital systems.
• Experience with Shopify or similar order management systems is helpful, but not required.
• Dependability, clear communication, and a willingness to ask questions when something is unclear.
• Careful handling of fragile, irreplaceable materials.
• A friendly, professional manner when interacting with customers.

Experience in receiving, inventory, order processing, or media handling is helpful, but not required. We can teach you to identify different media formats.

Flexible scheduling

A flexible work schedule can be arranged between 9 a.m. and 5 p.m., Monday through Friday , with some Saturdays also possible. Specific days and hours will be agreed upon based on your availability and Heirloom’s operational needs.

What success looks like

Every shipment is correctly identified, every media category is accurately counted, and every order is organized so our team can confidently quote the customer and begin their project.

Heirloom is a veteran-led company that values people with diverse backgrounds, abilities, and ways of thinking. If you take pride in careful, meaningful work, we’d like to hear from you.