Receiving & Inventory Coordinator

Job Description

Job Description

Receiving & Inventory Coordinator

Department: Operations

Reports To: Production Coordinator

Supervises: Assistant Receiving Agent(s) — inbound check-in inspectors

Coordinates With: Assistant Production Coordinator and Shipping Coordinator (peer coordinators)

Workflow Tier: Tier 1 Inbound (front of the blank-goods loop)

Schedule: Monday–Friday, 8:00 AM – 4:30 PM

Location: Pittsburgh Print House

Position Summary

The Receiving & Inventory Coordinator owns receiving and inventory control at the very front of the shop — Tier 1 of the inbound workflow. Working directly alongside the Assistant Production Coordinator to offload the trucks, this role identifies every order of blank goods coming into the building, stages it against the proper paperwork from the front office (orders team), and drives it into an accurate, on-hand inventory as fast as possible.

The mission is simple and high-stakes: get the goods confirmed in the building and build as much accurate, staged inventory as fast as possible — so the Production Coordinator and Assistant Production Coordinator always have choices. When something goes wrong in production and the floor needs to pivot, or when customer demands change and the Production Manager reschedules jobs, the depth and accuracy of this inventory is what makes those pivots possible. The standard is 3–5 days of staged, verified inventory ahead of production at all times.

The Coordinator also runs point on inbound problem-solving — reaching out to customers and vendors to resolve shortages, mispicks, defects, and paperwork gaps the moment they surface, before they reach the floor.

Key Responsibilities

Inbound Truck Offload & Order Identification

• Work directly with the Assistant Production Coordinator to offload inbound trucks safely and efficiently.

• Identify every order of blank goods entering the shop and match it to the correct job and paperwork.

• Sort, label, and route inbound packages so nothing enters the building unidentified or untracked.

• Move goods safely with pallet jacks, carts, and skateboards; keep the receiving dock clear and flowing.

Tier 1 Inbound — Receiving & Staging for Check-In

• Stage every order for check-in with the proper paperwork pulled from the front office / orders team.

• Match inbound shipments to purchase orders, worksheets, and packing lists before they move to check-in.

• Maintain a clean, organized, clearly labeled receiving and staging area so orders are easy to find and verify.

• Confirm the goods are physically in the building and reconcile against what was ordered.

Inbound Check-In Oversight

Supervise the Assistant Receiving Agent(s) — the inbound check-in inspectors who verify every incoming piece.

• Direct the check-in of every piece from inbound orders against POs, worksheets, and packing lists.

• Verify correct style, color, size, and quantity, and flag manufacturer defects (stains, holes, missewn seams, dye issues).

• Monitor check-in accuracy and retrain inspectors when errors or inconsistencies appear.

• Ensure verified goods move promptly from check-in into staged inventory.

Inventory Control & Build-Ahead

• Build and maintain an accurate, on-hand inventory of blank goods as fast as possible — depth is the deliverable.

• Hold 3–5 days of staged, verified inventory ahead of production as the standing SLA.

• Give the PC and APC choices — keep enough verified stock staged that the floor can pivot when production breaks or jobs get rescheduled.

• Track on-hand counts, aging inventory, and replenishment needs; keep staged goods pulled and ready for the right jobs.

• Maintain real-time inventory accuracy so status reflects what is truly on the shelf.

Vendor & Customer Issue Resolution

• Reach out to customers and vendors to resolve inbound issues the moment they are found.

• Document and communicate distributor errors — mispicks, shortages, overages, defective goods, wrong colors or styles — with required paperwork and photos.

• Chase shortages and replacements so gaps are closed before they hit production.

• Escalate recurring vendor problems and at-risk orders to the Production Coordinator and management.

Daily KPI Tracking & EOD Reporting (Primary)

• Track daily and weekly KPIs for receiving, check-in accuracy, and staged inventory depth.

• Submit end-of-day KPI data to the Production Coordinator every day so it rolls into the daily dashboard and action list.

• Roll up the Assistant Receiving Agent’s daily numbers into the department’s EOD submission.

• Work the next day from the Production Coordinator’s dashboard and action list.

Documentation, Systems & Communication

• Keep Trello and Deco current so inbound status and inventory reflect reality at all times.

• Log every problem order and issue in the appropriate system so nothing gets lost.

• Give the APC and PC real-time visibility into what is in the building, what is staged, and what is at risk.

Team Leadership

• Supervise, coach, and develop the Assistant Receiving Agent(s).

• Reinforce receiving and check-in SOPs as set by management; hold the team to accuracy and safety standards.

• Provide coaching and performance feedback; escalate SOP or program changes to management.

Supervisory Responsibilities

• Direct supervision of the Assistant Receiving Agent(s) / inbound check-in inspectors.

• Responsible for training, coaching, and maintaining accuracy and safety standards across inbound receiving and check-in — within the programs set by management.

Required Skills & Competencies

• Strong receiving and inventory-control instincts — understands packing slips, PO matching, and distributor quirks.

• High attention to detail and accuracy for counts, styles, colors, sizes, and defects.

• Organized and systematic — keeps receiving and staging areas clean, labeled, and countable.

• Confident communicator with vendors and customers to resolve inbound issues quickly.

• Able to enforce and reinforce SOPs consistently and coach a small team.

• Comfortable with Trello, Deco, scanning systems, and inventory tracking.

• Familiar with garment decoration workflows (screen print, embroidery, heat).

• Able to stand for a full shift and lift up to 50 lbs repeatedly; safe with pallet jacks, carts, and skateboards.

Pittsburgh Print House is a fast-growing, full-service apparel decoration and manufacturing company specializing in screen printing, embroidery, DTF printing, fulfillment, and branded merchandise. We partner with leading brands, promotional distributors, retailers, and event organizations to deliver exceptional quality, reliable service, and on-time production. Our culture is built around the 3Cs—Commitment, Capability, and Chemistry—because we believe great people build great companies. We invest in modern technology, continuous improvement, and team members who take pride in their craft and want to grow with us.

Company Description

Pittsburgh Print House is a fast-growing, full-service apparel decoration and manufacturing company specializing in screen printing, embroidery, DTF printing, fulfillment, and branded merchandise. We partner with leading brands, promotional distributors, retailers, and event organizations to deliver exceptional quality, reliable service, and on-time production. Our culture is built around the 3Cs—Commitment, Capability, and Chemistry—because we believe great people build great companies. We invest in modern technology, continuous improvement, and team members who take pride in their craft and want to grow with us.