Receiving Coordinator

Philadelphia, Pennsylvania
Salary not provided
November 24 2021
Organization Type
Job Type

  • Accepts all in-bound packages; ensures accurate receipt and timely delivery of all incoming deliveries from various couriers, suppliers, and vendors
  • Identifies urgent, temperature sensitive receivings; tracks and prepares them for immediate delivery
  • Sorts non-urgent packages according to departments, floors and owners
  • Ensures packing slips are received in each carton; if not, notifies Shipping Team for correction
  • Verifies merchandise received against packing slip
  • Reports any damages/shortages to end users; notates packing slip and resolves with vendor/end users
  • Utilizes Spark iPad or personal cell phone; scans receipt of all inbound bar-coded packages into software tracking system; emails Spark colleagues regarding all inbound receivings and where they were placed for pick-up
  • Ensures all packages are assigned to proper Spark staff; includes team emails as needed
  • Ensures non-bar-coded inbound packages are tracked; e.g., creates special receivings category for inbound sample shipments from other Spark sites
  • Delivers packages to appropriate drop off areas throughout the building
  • Notifies recipients that packages were dropped off; follows barcode tracking software delivery processes; obtain signature when possible
  • Provides back up to Shipping & Receiving Sr. Specialist; ensures outbound daily shipments are sent and all receivings with Purchase Order numbers are entered into ReQlogic/financial system
  • Works with AP to investigate missing details; enters receivings as directed

  • Ensures all outbound daily shipments are in pick up areas and brought down to S&R for daily processing
  • Tracks outbound shipments from day before
  • Notifies colleagues of delivery status; follows up on non-receipts/late deliveries
  • Ensures empty pallets are removed from the floors and out of S&R in a timely manner
  • Performs a last daily sweep and confirms all temperature controlled inbound packages have been removed from drop off areas at the end of each day
  • Ensures all temperature-controlled items stored in S&R units are accounted for and delivered next day
  • Adheres to all safety & EHS rules/guidelines regarding dry ice shipments, corrosives & elevator usage
  • Reviews S&R Mailbox; follow up on inquiries; respond to end users as needed
  • Assists with and provides back up to all S&R roles as needed
  • Scans packing slips and emails to end users
  • Organizes and files packing slips; research these as needed
  • Sends the same to records storage at the end of each year
  • Contacts Couriers for pick-ups and tracks missing shipments as needed
  • Responsibilities

    Receives all incoming goods for the Bulletin Building Shipping & Receiving team (at multiple Spark locations in the future)

    Communicates succinctly with customers, Security team, colleagues, and external partners in a detailed and timely manner

    Coordinates consistent and flawless receiving & delivery to internal recipients; tracks the same and provides proofs of delivery as required

    Cross-trains & provides back up to outbound S & R processes

    Remains the first and primary point of contact for all inbound deliveries to the Spark facility

    Maintains a clean and safe dock and shipping receiving area

    Ensures necessary receiving/shipping supplies are maintained

    Ensures receiving documentation is maintained in an inspection ready and safe state

    Ensures accurate receipt of all Spark inbound materials; packing slips are found and makes timely and accurate entry of the same into Spark’s financial system

    Captures data to populate established KPIs and Metrics as needed

    Remains trained and in compliance with all applicable DOT, HAZMAT and GXP regulations

    Education and Experience Requirements

    • Highschool diploma (or equivalent) required
    • 3 years’ experience in receiving/warehouse operations
    • Demonstrated communications skills and ability to collaborate with customers and other departments
    • Experience with electronic inventory/shipping systems
    • Knowledge of bar code tracking software
    • Basic knowledge of Microsoft Software Products
    • Knowledge of Outlook email
    • Experience in supporting a Pharmaceutical / Cell and Gene Therapy company

    Key Skills, Abilities, and Competencies

    • Expertise in receiving operations including cold chain, domestic and international
    • Experience in shipping the above
    • High attention to detail and sense of urgency
    • Strong documentation, communication, and collaboration skills
    • Experience with clinical and commercial API, drug product and sample shipping preferred
    Complexity and Problem Solving

    • Refers to policies and practices for guidance and defines requirements when gaps are identified.
    • Raises issues or perceived safety concerns immediately.
    • Builds productive working relationships internally and externally.
    • Contributes to the completion of organizational projects and goals.
    Internal and External Contacts

    This position may require:

    • Physical demands of lifting over 55 pounds
    • Working with hazardous materials, including dry ice
    • Occasional extended shift work, including weekends, off hours and holidays as needed.
    • Use of various warehouse & shipping equipment
    • EHS training, understanding of safety procedures and Compliance testing

    Please be aware that Spark mandates COVID-19 vaccination of all employees regardless of work location. Accommodations may be made in accordance with applicable law.

    Nearest Major Market: Philadelphia

    Join the Spark Team

    We were born of innovation, springing from the curiosity, imagination and dedication of remarkable scientists and healthcare visionaries. Our shared mission is to challenge the inevitability of genetic disease by discovering, developing, and delivering treatments in ways unimaginable - until now.

    We don't follow footsteps. We create the path.

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