Materials Admin

Position Summary

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.

Essential Duties and 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.

Required Qualifications

• High school diploma or GED required.


• Previous experience in material control, warehouse administration, receiving, or inventory preferred.


• Proficient in Microsoft Office, especially Excel and Outlook.


• Experience using ERP or inventory management systems (E1, SAP, Oracle, etc.) preferred.


• 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.

Knowledge, Skills, and Abilities

• 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.

Physical Requirements

• Primarily office-based work with occasional visits to the warehouse or receiving yard.


• Ability to sit for extended periods while using a computer.


• Ability to lift up to 25 pounds occasionally.


• Ability to walk through warehouse and receiving areas as needed.

Preferred Experience

• 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.

Performance Expectations

• Maintain accurate inventory and receiving records.


• Process receiving transactions in a timely manner.


• Minimize documentation errors.


• Maintain organized electronic records for audits.


• Communicate effectively with internal departments and vendors.


• Support project schedules through efficient material documentation and tracking.

This role is essential to ensuring that materials are accurately received, documented, and available to support production and project execution.