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Key Responsibilities and Required Skills for Warehouse Receiving Specialist

💰 $ - $

warehouselogisticsoperationsreceiving

🎯 Role Definition

The Warehouse Receiving Specialist is responsible for the efficient, accurate, and safe receipt of inbound goods into the warehouse and distribution network. This role ensures incoming shipments are inspected, verified against purchase orders and bill of lading, properly labeled and staged, and promptly entered into the warehouse management system (WMS). The ideal candidate has strong attention to detail, experience with RF scanning and inventory control, forklift certification (preferred), and a demonstrated commitment to safety and continuous improvement in receiving and inbound logistics processes.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate / General Warehouse Worker
  • Shipping & Receiving Clerk
  • Forklift Operator

Advancement To:

  • Receiving Supervisor
  • Inventory Control Specialist / Manager
  • Logistics Coordinator
  • Warehouse Manager / Operations Supervisor

Lateral Moves:

  • Shipping Specialist
  • Quality Control Inspector
  • Returns/Reverse Logistics Coordinator
  • Supply Chain Analyst

Core Responsibilities

Primary Functions

  • Receive inbound freight at the dock: unload trucks, inspect packaging, verify quantities, and confirm condition of goods against purchase orders, packing lists, and Bills of Lading (BOL).
  • Perform thorough inspection of incoming product for damage, shortages, overages, and non-conformance; document exceptions with photographs and detailed discrepancy reports.
  • Accurately enter receipt details into the Warehouse Management System (WMS) or ERP (e.g., SAP, Oracle) using RF handheld scanners and ensure SKU, lot, serial number, and batch information are correct.
  • Execute proper labeling, barcoding, and tagging of received items for traceability — including expiration dates, FIFO/LIFO indicators, lot codes, and hazardous materials labels when applicable.
  • Stage and move received product to designated storage locations, staging areas, or cross-dock points using forklifts, pallet jacks, and other material handling equipment while following proper load securement and weight limits.
  • Perform cycle counts and assist with regular inventory audits; reconcile discrepancies between physical inventory and system records and escalate unresolved variances to inventory control or management.
  • Coordinate inbound appointment scheduling with carriers, third-party logistics (3PL) partners, and transportation teams to optimize dock utilization and reduce detention times.
  • Verify and process returned goods (RMA/returns) and quarantine items as required; document root cause and disposition recommendations, including return-to-vendor or disposal.
  • Maintain up-to-date receiving documentation, including bills of lading, packing slips, supplier certifications, certificates of analysis (COA), and customs paperwork for imported goods.
  • Communicate with procurement, supplier quality, and vendor contacts to resolve invoice discrepancies, missing shipments, and quality issues; facilitate claims for damaged or lost freight.
  • Follow company safety protocols, OSHA standards, and environmental regulations in all receiving operations; conduct pre-shift safety checks on equipment and report hazards immediately.
  • Inspect and handle temperature-sensitive and controlled goods (cold chain, pharmaceuticals, perishables) to ensure compliance with storage temperature logs and traceability requirements.
  • Support cross-dock operations: sort, re-label and forward product for immediate shipment when cross-docking inbound freight to outbound orders.
  • Use handheld RF scanners and mobile devices to pick, put-away, and receive with high accuracy while minimizing data entry errors.
  • Maintain clean, organized, and efficient receiving areas; enforce proper stacking, aisle clearance, and pallet safety to maximize dock throughput and minimize damage.
  • Participate in onboarding and training of new receiving staff; coach on best practices for receiving, documentation, WMS transactions, and safety procedures.
  • Assist with continuous improvement projects: suggest layout changes, process improvements, and cost-saving ideas to reduce receiving cycle time and improve accuracy.
  • Prepare daily receiving reports and KPIs (e.g., receipts per hour, receiving accuracy, damages, dock-to-stock time) for the warehouse management team.
  • Execute hazardous materials (HAZMAT) receiving procedures when applicable, including SDS review, secure storage, and compliant documentation.
  • Operate powered industrial trucks (forklifts, reach trucks) and other equipment safely to load/unload trailers, move pallets, and put away product; maintain required certifications.
  • Coordinate with quality control and inspection teams for lot sampling, quarantine release, and final acceptance into inventory.
  • Escalate and follow up on outstanding inbound issues such as back-ordered items, short shipments, or supplier non-compliance until resolution is achieved.
  • Maintain accurate records for audit readiness and assist with internal and external audits related to receiving, traceability, and supplier compliance.
  • Support seasonal volume surges and special projects (product transitions, vendor changes, promotions) to maintain inbound flow and service levels.
  • Ensure proper handling and disposal of packaging materials and waste generated in the receiving area in accordance with company sustainability and safety policies.

Secondary Functions

  • Support cross-functional teams (procurement, inventory control, production) by providing timely receiving data and transactional history.
  • Assist in supplier performance reviews by contributing receiving metrics, damage trends, and on-time delivery statistics.
  • Participate in root cause analysis and corrective action plans for recurring receiving or vendor quality issues.
  • Provide short-term coverage for related warehouse functions such as picking, packing, or shipping when needed.
  • Help implement and test new WMS features, RF workflows, or scanning templates, offering frontline feedback.
  • Contribute to standard operating procedure (SOP) development and documentation for receiving processes and safety protocols.
  • Maintain and calibrate inbound inspection tools and measuring devices; coordinate repairs or replacements for faulty equipment.
  • Coordinate with returns processing and reverse logistics to streamline credit or disposition workflows.
  • Support inventory accuracy projects such as full physical inventories and reconciliation tasks.
  • Aid in arranging temporary storage or overflow staging during peak inbound periods.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Warehouse Management Systems (WMS) and ERP systems (examples: SAP, Oracle, Manhattan, NetSuite) for receiving and inventory transactions.
  • Experience using RF handheld scanners, barcode printers, and mobile data terminals for receiving, put-away, and labeling.
  • Forklift operation and certification (powered industrial truck, reach truck); experience with pallet jacks and manual material handling.
  • Strong inventory control skills: cycle counting, reconciliation, SKU verification, lot/serial tracking, and FIFO/LIFO implementation.
  • Knowledge of freight documentation: Bills of Lading (BOL), packing lists, commercial invoices, customs paperwork, and carrier manifests.
  • Familiarity with cross-docking, staging, and inbound scheduling best practices to improve dock efficiency.
  • Basic understanding of hazardous materials handling (HAZMAT) and SDS requirements, if applicable to the business.
  • Skilled at receiving accuracy checks, quality inspection protocols, and documenting non-conformances, including photo evidence.
  • Proficiency with Microsoft Excel for basic reporting, sorting, VLOOKUPs, pivot tables, and KPI tracking.
  • Ability to operate and maintain material handling equipment safely and perform basic troubleshooting.
  • Experience with temperature-controlled inventory and cold chain receiving procedures (where applicable).
  • Competence in performing cycle counts, preparing variance reports, and using inventory reconciliation tools.

Soft Skills

  • Strong attention to detail and a high degree of accuracy in data entry and product verification.
  • Excellent time management and organizational skills to prioritize inbound workload and meet SLA targets.
  • Clear verbal and written communication skills to interact with carriers, suppliers, and internal stakeholders.
  • Problem-solving mindset with the ability to investigate discrepancies, propose solutions, and follow through.
  • Team player who can collaborate effectively across receiving, shipping, procurement, and QA teams.
  • Adaptability to manage fluctuating inbound volumes, schedule changes, and urgent priorities.
  • Customer-service orientation, especially when working with internal production/retail teams and external vendors.
  • Dependability and strong work ethic, including adherence to safety policies and attendance expectations.
  • Analytical skills to review KPI trends and contribute to process improvements.
  • Conflict resolution and escalation abilities to manage supplier disputes or carrier issues calmly.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED.

Preferred Education:

  • Associate degree or coursework in Supply Chain Management, Logistics, Business Administration, or a related field.

Relevant Fields of Study:

  • Supply Chain Management / Logistics
  • Business Administration
  • Operations Management
  • Industrial Technology

Experience Requirements

Typical Experience Range:

  • 1–5 years of warehouse experience with at least 1 year focused on receiving/inbound operations.

Preferred:

  • 2–4 years of hands-on receiving or inventory control experience in a high-volume distribution center.
  • Prior experience with WMS and ERP systems, RF scanning technology, and forklift operation/certification.
  • Experience managing cold chain goods, hazardous materials, or serialized inventory is a plus.
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