Customer Experience - Receiving Coordinator

Company Overview

United Source One (US1) is an employee-owned company based in Belcamp, Maryland. We are a recognized leader in the export of prime beef and high-quality food products, serving over 30 countries with a reputation for excellence and awards. Our extensive network and customized solutions set us apart in the global food supply chain industry.

Position Summary

The Customer Experience- Receiving Coordinator plays a key role in ensuring exceptional service and accurate receiving operations in a fast-paced food service distribution environment. This hybrid position bridges warehouse receiving and customer care by managing inbound shipments, maintaining inventory accuracy, and supporting customer inquiries related to orders, deliveries, and product availability. The role ensures food safety, product integrity, and timely service to meet customer expectations.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

Receiving & Inventory Control

· Generate a preliminary invoice in the Receiving Folder upon receiving a new order from Sales. Update the invoice as needed when the Sales Department provides a revised order confirmation or purchase order.

· Monitor vendor deliveries to ensure accurate quantities are received, promptly addressing any shortages or incorrect items with the Sales team and/or vendors.

· Monitor and update the Export Pipeline daily, ensuring all vendor delivery ETAs are recorded prior to the morning meeting and as changes occur.

· Coordinate RTVs (return to vendors) with the Receiving & Sales Department.

· Identify and manage inventory in the Sales Pipeline that is not assigned to sales orders.

· Submit all verified receiving documents to the Accounting Department daily.

Customer Experience & Order Support

· Audit of Order Confirmation & Purchase Orders. This includes checking the following details:

o Delivery dates,

o Pricing, Item codes, descriptions, quantities, weights, cases

o Temperature,

o Terms of Sale

· Cross-check preliminary invoices with receivers to confirm all information is correct.

· Respond to customer inquiries regarding delivery status, product availability, substitutions, and order discrepancies.

· Coordinate with sales and warehouse teams to resolve customer issues quickly and professionally.

· Communicate proactively with customers about delivery delays, product shortages, or changes in availability.

· Support account-specific service levels, such as special handling instructions, order cut-off times, or unique product specs.

· Complete TriStar Billing Invoices in Inspire WMS after orders are picked.

· Log customer feedback and claims on Export Pipeline to implement service improvements.

· Coordinate with the 2nd Shift Manager on Menu Box inventory, product inventory, and damages.

· Regularly update and manage customer inventory data in Google Docs.

· Oversee the quoting, arrangement, and tracking of inland freight as necessary.

· Coordinate schedules and appointments for Keep it Trucking.

Compliance & Food Safety

· Ensure receiving documentation complies with company SOPs, SSOPs, and regulatory requirements (HACCP, USDA, FDA)

· Support traceability and recall procedures through proper documentation and inventory records.

· Other duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

· Associate’s or Bachelor’s degree in Business Administration, Supply Chain, Food Science, Communications, or related field preferred.

· 2 years of experience in receiving, warehousing, or customer service, preferably in food service or distribution.

· Knowledge of HACCP, food safety guidelines and temperature control handling.

· Strong attention to detail and accuracy. Excellent written and verbal communication skills.

· Proficient in problem solving, collecting data, and establishing facts.

· Basic knowledge of Microsoft 365, Microsoft Office, Google Docs

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

· To be successful in this position, it requires an individual who has a customer-first mindset with the ability to manage multiple tasks under pressure.

· A team player who can coordinate across multiple departments to get the required information.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $45,000 - $55,000