Materials Admin

About the position The Material Handling Receiving Clerk is responsible for the administrative and computer-related functions that support the receiving, tracking, and movement of materials. This position ensures all incoming material is accurately documented, entered into inventory systems, and processed in accordance with company procedures. The Receiving Clerk works closely with Receiving, Quality Control, Purchasing, Warehouse, and Project Management to maintain accurate inventory records and ensure timely material availability.

Responsibilities

• Receive and process packing lists, bills of lading, and shipping documentation.
• Enter received materials into the ERP/inventory management system.
• Verify received quantities against purchase orders and packing lists.
• Create and maintain Material Receiving Reports (MRRs).
• Generate and maintain Over, Short, and Damaged (OS&D) reports.
• Scan, upload, and organize receiving documentation into electronic filing systems.
• Maintain accurate inventory and material status records.
• Coordinate with Quality Control for inspection documentation and material release.
• Communicate with vendors regarding shipping discrepancies or missing documentation.
• Create and maintain purchase orders for customer-furnished material when required.
• Monitor incoming shipments and prioritize receiving based on project schedules.
• Prepare reports showing receiving progress, inventory status, and outstanding material.
• Assist with tracking material movements between receiving, storage, fabrication, and shipping.
• Maintain organized electronic and physical filing systems.
• Support cycle counts and inventory audits.
• Answer emails and phone calls related to material receipts and documentation.
• Assist other departments with material tracking and documentation requests.
• Perform other administrative duties as assigned.

Requirements

• High school diploma or GED required.
• Proficient in Microsoft Office, especially Excel and Outlook.
• Strong data entry skills with a high level of accuracy.
• Excellent organizational and time management skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong written and verbal communication skills.
• Basic understanding of shipping and receiving documentation.
• Attention to detail and accuracy.
• Ability to analyze receiving discrepancies.
• Strong problem-solving skills.
• Ability to work independently and within a team.
• Knowledge of inventory control practices.
• Ability to maintain confidentiality of company information.
• Proficient with scanners, printers, and other office equipment.
• Comfortable working with multiple computer systems simultaneously.

Nice-to-haves

• Previous experience in material control, warehouse administration, receiving, or inventory preferred.
• Experience using ERP or inventory management systems (E1, SAP, Oracle, etc.) preferred.
• Experience in industrial construction, fabrication, manufacturing, or pipe fabrication.
• Knowledge of piping materials, fittings, valves, and structural components.
• Experience managing OS&D documentation.
• Experience with material traceability and quality documentation.