Shipping and Receiving Clerk

About Us The Glacier Group is a manufacturer's representative specializing in innovative, energy-efficient HVAC systems for commercial and industrial markets. Our focus is on providing clients with forward-looking solutions supported by expert applications knowledge and first-class customer service. Job Description KEY RESPONSIBILITIES Parts Ordering, Tracking & Claim Processing Source and place orders for fabrication parts, hardware, and consumables from approved vendor lists; obtain quotes and confirm lead times Maintain a real-time parts tracking log — monitoring order status, expected delivery dates, and notifying the shop floor of delays or substitutions Reconcile received parts against purchase orders; identify and document discrepancies in quantity, specification, or condition upon receipt Initiate and manage vendor and freight claims for damage, incorrect, or missing parts — including compiling supporting documentation, photos, and correspondence Follow up on open claims through resolution; track credit memos, replacements, and return authorizations (RMAs) Maintain vendor performance records related to parts quality, on-time delivery, and claim history to inform procurement decisions Inbound & Outbound Inspection Conduct visual and dimensional inspection of all inbound parts and materials upon receipt — verifying condition, quantity, part numbers, and compliance with purchase order specifications Inspect inbound freight for packaging integrity, transit damage, and carrier seal compliance; document findings and photograph any discrepancies before signing delivery receipts Perform pre-shipment inspection of outbound fabricated parts and freight — confirming correct items, quantities, labeling, and packaging meet customer or project specifications Verify outbound shipments against packing lists, work orders, and shipping documents prior to carrier pickup; flag non-conformances to the quality or engineering team Complete and maintain inspection checklists, receiving reports, and non-conformance reports (NCRs) for all inbound and outbound movements Quarantine and tag non-conforming items; coordinate with quality, engineering, and procurement on disposition — return, rework, or use-as-is determination Freight Handling Coordinate inbound and outbound freight with carriers, brokers, and logistics partners — including LTL, FTL, and flatbed shipments Prepare and verify shipping documents: bills of lading, packing lists, certificates of origin, and customs paperwork Track shipments and proactively communicate delivery status and exceptions to internal teams and customers Reconcile freight invoices and flag billing discrepancies with carriers Coordinate receiving with the warehouse team; log deliveries and report shortages or damages QUALIFICATIONS High school diploma or GED required; associate degree preferred 2+ years in a manufacturing or shipping/receiving role Proficiency in Microsoft Office (Excel, Word, Outlook) Experience placing and tracking parts orders with vendors Familiarity with inbound and outbound inspection procedures and NCR documentation Familiarity with vendor and freight claim procedures (RMAs, damage claims) Familiarity with freight documentation and carrier coordination Experience with document control systems or controlled document workflows Demonstrated ability to coordinate across engineering, contractor, and operations teams Ability to read basic shop drawings or fabrication specs (a plus) SKILLS & ATTRIBUTES Strong organizational and multitasking ability Clear written and verbal communication across technical and non-technical audiences Sharp eye for detail — able to spot discrepancies in parts, packaging, and documentation Comfortable working in a fast-paced shop environment including dock and receiving areas Team-oriented with a proactive approach to problem-solving Able to manage competing priorities across multiple stakeholders Persistent and detail-oriented…

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