The Receiving Coordinator manages administrative receiving activities for materials and equipment supporting utility construction projects. This role records and reconciles receipts in Microsoft Dynamics ERP, resolves discrepancies, and maintains accurate documentation. The coordinator partners with Purchasing, Accounting, and field personnel to support AP/AR activities, maintain internal controls, and assist with month-end reporting.
Key Responsibilities
- Enter and reconcile receipts against purchase orders, delivery tickets, and packing slips in Microsoft Dynamics.
- Verify quantities, delivery details, and reported condition using documentation submitted by field personnel.
- Resolve receiving discrepancies, missing documentation, and invoice mismatches with vendors, Purchasing, and Accounting.
- Support three-way matching of purchase orders, receipts, and invoices for accurate accounts payable processing.
- Assist AP/AR teams with transaction inquiries, reconciliations, and supporting billing documentation as assigned.
- Monitor open purchase orders and outstanding receipts; follow up with field teams and vendors.
- Support month-end close through receiving accruals and reconciliation of open receipts.
- Guide field personnel on documentation requirements and recommend receiving process improvements.
Internal Controls
- Confirm that receipts are supported by authorized purchase orders and complete delivery documentation before recording transactions.
- Follow approval requirements and segregation of duties for receiving, invoice approval, and payment processing.
- Identify and escalate duplicate entries, unsupported receipts, unauthorized adjustments, and unresolved discrepancies to the Assistant Controller.
- Maintain accurate audit trails and reconcile receiving records to support proper accounting cutoff and audit readiness.
Qualifications
- High school diploma or equivalent required; associate degree in Accounting, Business, Supply Chain, or a related field preferred.
- Three or more years of experience in administrative receiving, procurement support, or related accounting activities.
- Utility construction, energy, or industrial experience preferred.
- ERP experience required; Microsoft Dynamics preferred.
- Working knowledge of purchase orders, three-way matching, AP/AR support, and internal controls.
- Proficiency in Excel, strong attention to detail, and effective communication and organizational skills.
Reports To: Assistant Controller
We are an EEO employer.