Inventory & Yard Specialist

Inventory & Yard Specialist

The Inventory & Yard Specialist is responsible for maintaining accurate inventory records while actively supporting day-to-day warehouse and yard activities across two separate entities operating within the same facility.

This position combines inventory-control responsibilities with hands-on yard and warehouse duties, including conducting cycle counts, investigating discrepancies, validating inbound and outbound transactions, loading and unloading material, pulling and staging orders, stocking inventory, organizing material, and supporting scheduled physical inventories.

The Inventory & Yard Specialist will work closely with Operations, Warehouse, Purchasing, Transportation, and other applicable departments to maintain inventory accuracy, ensure efficient material flow, identify discrepancies, determine root causes, and ensure corrective actions are completed.

This position reports directly to the Director Operations Manager at the facility.

Essential Duties and Responsibilities

Inventory Control & Cycle Counting

• Conduct weekly cycle counts for both entities within the facility.
• Compare physical inventory quantities against system inventory and investigate discrepancies.
• Research inventory variances to determine root causes, including receiving, picking, shipping, transfer, and transaction errors.
• Ensure inventory adjustments are properly documented and submitted for approval when required.
• Monitor inventory accuracy and identify recurring issues or trends.
• Assist Operations in developing corrective actions to prevent repeated inventory discrepancies.
• Maintain organized and accurate records of cycle counts, adjustments, and investigations.
• Maintain and keep the FIND app up to date, ensuring inventory-related information is accurate and current.

Yard, Warehouse & Material Handling

• Perform daily yard and warehouse duties as required to support facility needs.
• Load and unload trucks, containers, trailers, and other inbound and outbound shipments.
• Pull material and inventory according to sales orders, transfer orders, picking documents, and other requirements.
• Stage material for outbound shipments and verify material is organized and ready for loading.
• Stock inbound material into the appropriate inventory and yard locations.
• Ensure material is placed in the correct location and assigned to the correct entity.
• Assist with the movement, relocation, and consolidation of inventory throughout the yard and warehouse.
• Maintain organized inventory locations to support efficient picking, loading, unloading, and cycle counting.
• Assist with maintaining a clean, organized, and safe yard and warehouse environment.
• Identify damaged, misplaced, unidentified, or improperly stored material and report or correct issues as appropriate.
• Assist warehouse and yard personnel with loading, unloading, pulling, stocking, and material movement based on daily priorities.
• Operate forklifts and other applicable material-handling equipment when properly trained and authorized.
• Follow all company safety procedures while performing yard, warehouse, loading, unloading, and material-handling activities.

BOL & Shipment Discrepancy Investigation

• Investigate Bill of Lading (BOL) discrepancies involving inbound and outbound shipments.
• Research shortages, overages, incorrect material, quantity discrepancies, and other shipping or receiving issues.
• Compare BOLs, purchase orders, sales orders, packing documents, and system transactions to identify the source of discrepancies.
• Coordinate with Operations, Purchasing, Transportation, vendors, and other applicable parties to resolve discrepancies.
• Maintain documentation of findings and resolutions for inventory and shipment discrepancies.

Outbound Order Verification

• Perform physical spot checks on a minimum of 80% of all outbound orders prior to shipment.
• Verify item numbers, descriptions, quantities, and other applicable order requirements against the sales order and shipping documentation.
• Identify and correct discrepancies prior to material leaving the facility whenever possible.
• Assist with pulling, staging, and loading outbound orders as required.
• Track outbound accuracy and report recurring picking, staging, or shipping issues to the Operations Manager.

Inbound Purchase Order Verification

• Perform physical spot checks on a minimum of 40% of all inbound purchase orders (POs).
• Verify received material against purchase orders, packing lists, BOLs, and other receiving documentation.
• Confirm item numbers, quantities, and condition of material as applicable.
• Investigate shortages, overages, incorrect products, or receiving discrepancies.
• Ensure discrepancies are properly documented and communicated to the appropriate parties.
• Assist with unloading, identifying, sorting, and stocking inbound material into the appropriate inventory locations.

Physical Inventory Responsibilities

The Inventory & Yard Specialist will play a primary role in planning, coordinating, and executing physical inventories for both entities within the facility.

Responsibilities include:

• Coordinate and participate in semi-annual physical inventories.
• Coordinate and participate in the annual year-end physical inventory.
• Assist with inventory preparation, including location verification, inventory organization, count-sheet preparation, and identification of potential inventory issues prior to counting.
• Physically organize, relocate, consolidate, and identify material as necessary in preparation for inventory.
• Perform and/or coordinate first counts, recounts, and variance verification.
• Research significant inventory variances discovered during physical inventories.
• Ensure inventory counts and supporting documentation are accurate and complete.
• Assist the Operations Manager with inventory reconciliation and final reporting.

Dual-Entity Responsibilities

Because this position supports two separate entities operating within the same facility, the Inventory & Yard Specialist must:

• Maintain clear separation and accuracy of inventory belonging to each entity.
• Ensure inventory movements and transactions are recorded against the correct entity.
• Conduct inventory control and yard activities for both entities in a consistent manner.
• Ensure material is stocked, staged, and stored in the appropriate locations for each entity.
• Identify and immediately report any cross-entity inventory discrepancies or transaction errors.
• Allocate time and priorities between both entities based on facility requirements and direction from the Operations Manager.

Reporting & Performance Tracking

The Inventory & Yard Specialist will maintain and report key inventory-control information, including:

• Weekly cycle count completion and accuracy.
• Inventory variance results.
• BOL discrepancy investigations and resolutions.
• Percentage of outbound orders spot checked, with a target of at least 80%.
• Percentage of inbound POs spot checked, with a target of at least 40%.
• Recurring inventory, receiving, picking, stocking, or shipping errors.
• Semi-annual and annual physical inventory results.
• Accuracy and timely maintenance of inventory-related information within the FIND app.

Significant discrepancies or recurring inventory-control issues should be immediately escalated to the Operations Manager.

Qualifications

• High school diploma or equivalent required; additional education in supply chain, logistics, inventory management, or a related field preferred.
• Previous experience in inventory control, warehousing, distribution, logistics, yard work, or a related environment preferred.
• Experience loading, unloading, pulling, staging, and stocking material preferred.
• Strong attention to detail and commitment to inventory accuracy.
• Ability to investigate discrepancies and determine root causes.
• Strong organizational and recordkeeping skills.
• Ability to work independently while coordinating effectively with warehouse and other facility personnel.
• Strong written and verbal communication skills.
• Comfortable working with ERP/WMS inventory systems, Microsoft Excel, the FIND app, and other inventory-management tools.
• Ability to prioritize responsibilities while supporting two entities operating within the same facility.
• Ability to operate forklifts and other material-handling equipment when properly trained and authorized.
• Ability to perform the physical requirements associated with warehouse and yard activities.

Key Performance Expectations

Success in this position will be measured primarily by:

• Overall inventory accuracy.
• Completion of weekly cycle counts.