Purchasing Receiving Specialist

Position Summary

The Purchasing Receiving Specialist supports day-to-day PO processing and receiving activities to ensure materials have been delivered correctly, received accurately, and transacted timely in the ERP/inventory system. This role coordinates with vendors, carriers, and internal departments to track open POs, resolve receiving and invoice discrepancies, and maintain complete documentation in accordance with company policy and safety requirements.

Responsibilities

• Cook up inbound deliveries with vendors and carriers; schedule receiving as required.
• Receive materials and services: verify item/part number, quantity, and condition; match packing slips and bills of lading to POs.
• Post receipts promptly and accurately in the ERP/inventory system; ensure important notes and documentation are transcribed.
• Create labels and route received items to the appropriate department.
• Identify and resolve discrepancies (over/short, damage, incorrect items, backorders) by communicating with vendors and internal Purchasing Buyers and Agents.
• Initiate returns/RMAs, replacements, or credits as needed.
• Maintain complete receiving and PO documentation (POs, packing slips, BOLs).
• Support Accounts Payable when needed by researching receiving status and assisting with invoice discrepancies.
• Communicate delivery changes and receipt issues to Purchasing and Sales personnel.
• Identify and resolve receiving discrepancies (over/short, damage, incorrect items), including initiating returns, RMAs, credits, or replacements as needed.
• Aid in supplier performance tracking (on-time delivery, quality issues) and continuous improvement initiatives within purchasing/receiving workflows.
• Follow all company policies, quality standards, and regulatory requirements applicable to the role.

Education/Required Skills

• Strong attention to detail and commitment to timely, accurate ERP transactions (PO updates, receipts, and corrections).
• Problem-solving skills to investigate variances and drive issues to resolution.
• Ability to prioritize and manage multiple open POs and inbound deliveries in a fast-paced environment.
• Clear written and verbal communication for coordinating with vendors, carriers, and internal requestors.
• Basic math and data verification skills (units of measure, quantities, backorders, partial receipts).
• Professional customer service mindset and ability to follow procedures and approval requirements.
• Comfort working in an office environment.
• Ability to use standard office software (Excel, email).
• Working knowledge of receiving best practices (inspection, documentation, discrepancy handling).
• Ability to calculate quantities and verify units of measure; basic math skills.
• Professional customer service mindset for internal and external communication.
• Ability to follow written procedures and comply with safety and quality requirements.

Preferred Qualifications

• High school diploma or GED.
• 1+ years of experience in receiving, purchasing/procurement support, inventory control, or a related operations role.
• Experience using an ERP or inventory system to create POs and/or post receipts.
• Proficiency with Microsoft Excel and basic computer/data entry skills.
• Ability to read and interpret purchase orders, packing slips, and basic product specifications.
• Strong attention to detail and ability to maintain accurate records.
• Effective communication skills and ability to work cross-functionally (warehouse, production, maintenance, office teams, vendors).
• Experience supporting three-way match (PO/receipt/invoice) and working with Accounts Payable to clear discrepancies.
• Basic knowledge of procurement concepts (lead times, terms, supplier management, expediting).