SCM Inbound Specialist (Office)
Buena Park, CA
Full Time
Experienced
Job Summary
The SCM Inbound Specialist (Office) coordinates end-to-end inventory flow from supplier readiness and shipment pickup through transit, warehouse receiving, system reconciliation, and inventory availability for fulfillment. This office-based role maintains inbound shipment visibility, prepares complete and accurate receiving documents for warehouse teams, and coordinates with suppliers, freight partners, SCM, inventory control, and warehouse operations to resolve exceptions and ensure timely, accurate inventory handoffs.
Job Description / Essential Duties & Responsibilities
The SCM Inbound Specialist (Office) coordinates end-to-end inventory flow from supplier readiness and shipment pickup through transit, warehouse receiving, system reconciliation, and inventory availability for fulfillment. This office-based role maintains inbound shipment visibility, prepares complete and accurate receiving documents for warehouse teams, and coordinates with suppliers, freight partners, SCM, inventory control, and warehouse operations to resolve exceptions and ensure timely, accurate inventory handoffs.
Job Description / Essential Duties & Responsibilities
- Maintain an end-to-end inbound tracker covering purchase orders, shipment readiness, pickup, transit milestones, estimated arrivals, delivery appointments, receipts, and inventory availability.
- Coordinate with suppliers, procurement, freight forwarders, carriers, and 3PL partners to confirm shipment details, quantities, readiness dates, transportation arrangements, and delivery schedules.
- Collect and validate purchase orders, packing lists, commercial invoices, bills of lading or air waybills, ASNs, and supporting shipment documents as applicable; resolve missing or inconsistent information before arrival.
- Prepare and distribute complete receiving packets to the warehouse team before delivery, including PO/transfer references, SKU and quantity details, units of measure, carton/pallet counts, labels, lot/expiration data where applicable, and special handling instructions.
- Arrange delivery appointments with warehouse receiving teams and transportation partners; confirm dock capacity, receiving requirements, delivery references, and changes to arrival schedules.
- Coordinate import documentation and release-status updates with freight forwarders and customs brokers, as applicable; escalate missing documents, holds, or delays affecting warehouse delivery.
- Create or maintain inbound shipment, ASN, purchase order, and transfer records in ERP/WMS within assigned responsibilities; verify that reference data aligns with warehouse receiving documents.
- Monitor receipt and putaway completion with warehouse teams; reconcile shipped, received, and system-posted quantities, and track inventory availability or holds through closure.
- Investigate shortages, overages, damages, labeling issues, and receipt discrepancies; gather warehouse evidence, coordinate resolution with responsible parties, and route adjustments or claims for approval.
- Coordinate inventory transfers, replenishment priorities, and urgent stock requirements with inventory control, planning, and fulfillment teams to support continuity of inventory flow.
- Maintain accurate digital shipment files and document version control; provide clear daily updates on incoming inventory, delayed shipments, receiving readiness, unresolved discrepancies, and actions required.
- Track on-time delivery, documentation completeness, receiving delays, and discrepancy closure; improve inbound SOPs, reporting, and cross-functional handoffs to reduce manual work and errors.
- Perform other duties as assigned.
Skills
- Strong organizational, prioritization, and follow-through skills across multiple shipments and deadlines.
- Excellent attention to detail in shipping documents, item data, quantities, and system records.
- Effective written and verbal communication skills for coordinating with suppliers, carriers, and warehouse teams.
- Strong analytical, reconciliation, and problem-solving skills.
- Proficient spreadsheet and data-management skills, including lookups, filters, and pivot tables.
- Proactive exception management and cross-functional coordination skills.
Knowledge
- Working knowledge of inbound logistics, inventory flow, warehouse receiving, and inventory transfers.
- Working knowledge of purchase orders, ASNs, packing lists, commercial invoices, bills of lading, and proof-of-delivery records.
- Working knowledge of ERP/WMS records, item master data, units of measure, inventory statuses, and receipt reconciliation.
- Understanding of lot/batch traceability, expiration dates, FIFO/FEFO requirements, and receiving documentation controls.
- Familiarity with international shipping documentation, customs-broker coordination, freight milestones, and delivery appointment processes preferred.
Qualifications
- 2+ years of experience in supply chain coordination, inbound logistics, inventory administration, or a related role preferred.
- Hands-on experience preparing shipping or receiving documentation and coordinating deliveries with warehouses or 3PLs.
- Experience maintaining ERP inventory or shipment records and reconciling document or quantity discrepancies.
- Experience in consumer products, beauty, cosmetics, or retail distribution is a plus; NetSuite or similar ERP experience preferred.
Education & Experience
- High school diploma or equivalent required; associate or bachelor's degree in supply chain, logistics, business, or a related field preferred.
- Practical experience with Microsoft Excel, shared shipment trackers, digital document management, and cross-functional operational follow-up.
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