Receiving & Inventory Coordinator

Department: Operations

Reports To: Production Coordinator

Supervises: Assistant Receiving Agent(s) — inbound check-in inspectors

Coordinates With: Assistant Production Coordinator and Shipping Coordinator (peer coordinators)

Workflow Tier: Tier 1 Inbound (front of the blank-goods loop)

Schedule: Monday–Friday, 8:00 AM – 4:30 PM

Location: Pittsburgh Print House

Position Summary

The Receiving & Inventory Coordinator owns receiving and inventory control at the very front of the shop — Tier 1 of the inbound workflow. Working directly alongside the Assistant Production Coordinator to offload the trucks, this role identifies every order of blank goods coming into the building, stages it against the proper paperwork from the front office (orders team), and drives it into an accurate, on-hand inventory as fast as possible.

The mission is simple and high-stakes: get the goods confirmed in the building and build as much accurate, staged inventory as fast as possible — so the Production Coordinator and Assistant Production Coordinator always have choices. When something goes wrong in production and the floor needs to pivot, or when customer demands change and the Production Manager reschedules jobs, the depth and accuracy of this inventory is what makes those pivots possible. The standard is 3–5 days of staged, verified inventory ahead of production at all times.

The Coordinator also runs point on inbound problem-solving — reaching out to customers and vendors to resolve shortages, mispicks, defects, and paperwork gaps the moment they surface, before they reach the floor.

Key Responsibilities

Inbound Truck Offload & Order Identification

• Work directly with the Assistant Production Coordinator to offload inbound trucks safely and efficiently.

• Identify every order of blank goods entering the shop and match it to the correct job and paperwork.

• Sort, label, and route inbound packages so nothing enters the building unidentified or untracked.

• Move goods safely with pallet jacks, carts, and skateboards; keep the receiving dock clear and flowing.

Tier 1 Inbound — Receiving & Staging for Check-In

• Stage every order for check-in with the proper paperwork pulled from the front office / orders team.

• Match inbound shipments to purchase orders, worksheets, and packing lists before they move to check-in.

• Maintain a clean, organized, clearly labeled receiving and staging area so orders are easy to find and verify.

• Confirm the goods are physically in the building and reconcile against what was ordered.

Inbound Check-In Oversight

Supervise the Assistant Receiving Agent(s) — the inbound check-in inspectors who verify every incoming piece.

• Direct the check-in of every piece from inbound orders against POs, worksheets, and packing lists.

• Verify correct style, color, size, and quantity, and flag manufacturer defects (stains, holes, missewn seams, dye issues).

• Monitor check-in accuracy and retrain inspectors when errors or inconsistencies appear.

• Ensure verified goods move promptly from check-in into staged inventory.

Inventory Control & Build-Ahead

• Build and maintain an accurate, on-hand inventory of blank goods as fast as possible — depth is the deliverable.

• Hold 3–5 days of staged, verified inventory ahead of production as the standing SLA.

• Give the PC and APC choices — keep enough verified stock staged that the floor can pivot when production breaks or jobs get rescheduled.

• Track on-hand counts, aging inventory, and replenishment needs; keep staged goods pulled and ready for the right jobs.

• Maintain real-time inventory accuracy so status reflects what is truly on the shelf.

Vendor & Customer Issue Resolution

• Reach out to customers and vendors to resolve inbound issues the moment they are found.

• Document and communicate distributor errors — mispicks, shortages, overages, defective goods, wrong colors or styles —