SHIPPING/RECEIVING CLERK - Council Bluffs

Performance Expectations

I. CUSTOMER RELATIONS

• Project a positive, helpful, and professional attitude toward our customer.
• Resolve any customer disputes in a manner both beneficial to customer and OTC which adheres to the Company's mission statement (see policy information book).
  
  

II. RECEIVING

• Receive shipments as they are delivered from freight carriers and assist parts courier with loading, unloading and processing parts from delivery truck. Count, weigh, or measure items in incoming and outgoing shipments to verify information against bills of lading, invoices, orders and other records.
• Verify packing slips with contents of parts delivered. Check for damaged freight.
• Unpack and examine incoming shipments, reject damaged items, record shortages and correspond with shipper to rectify damages and shortages. Responsible for filing damage claims with vendors or freight carriers. File copy of claim.
• Prioritize customer orders so all inbound customer orders are handled same day.
• All parts for stock must be processed by end of business day, including proper identification of parts and making sure parts are put in proper location.
• Route packing slips to parts processing clerk and any adjustments/discrepancies to parts coordinator who will issue Parts Adjustment Request.
• Notify parts processing clerk of any bin location changes.
• Process freight bills and outbound bills of lading including invoice reference number, make sure bills are marked properly with prepaid or collect. File copy.
• Check cores and prepare for return to proper vendor. Check that cores are free from any defect, are properly tagged with customer and Request for Credit (RC) number, RC is filled out completely with vendor, vendor number, purchase order number, OTC invoice number, and core tag number if applicable.
• Follow all inbound freight procedures to assure freight charges are not incurred for products that should have been prepaid. Familiarize yourself with all products and vendor policies for freight payment responsibility.
• Record all inbound freight charges on packing slips and all inbound air bill charges on designated legal pad. Make sure all inbound freight charges incurred are charged to customer whenever possible.
• Negotiate best possible freight rate with carriers for all collect inbound shipments.
  
  

III. SHIPPING

• Ship and record outgoing packages.
• All customer orders requiring shipment must be handled same day.
• Make sure all outbound shipments are packed to avoid damage during shipment.
• Understand all vendor core criteria to ensure full amount due from vendor.
• Make sure outbound shipment of cores to vendor are shipped prior to vendor deadline. File permanent copy.
• Negotiate best possible freight rate with carriers for all outbound shipments.
  
  

IV. DOCUMENTATION

• Obtain sufficient information from customer or service technician to ensure correct part is specified. Note any exceptions to the norm requested by customer or service technician which would make part different than what vehicle information indicates.
• Invoice all parts purchases, credits, etc., at time of sale. Any invoice released as cash must be collected in approved form of payment the same day. No parts will be released to customer without invoice. Record all pertinent information on invoice at time of sale, e.g., Request for Credit (RC) numbers, Receiving Record (RR) numbers, Customer Purchase Order (PO) number, shipping information, reference invoice number for credits, engine serial number, arrangement number, Control Parts List (CPL) number, or type number when selling engine parts requiring such information. Charge customers any freight charges incurred whenever possible. Ensure that all charge sales are signed by the customers. When making tax-exempt sales other than to a charge or cash account, ensure that the customer’s full name, address Interstate Commerce Commission (ICC) number and signature is obtained.
• When issuing credit to customer for parts and/ or cores, only issue full credit to customer when vendor has determined full credit is due. If less than full credit is issued from the vendor, that amount must be credited back to the customer. Reference credit memo number on receiving record (RR) with any notations of shortage or other special circumstances. Customers should receive credits in a timely fashion, especially at month-end so credits due to them are not being withheld.
• Obtain Request for Credit (RC) from parts processing clerk when ordering parts that will have a core charge incurred. Give all information to parts processing clerk as it becomes available, e.g., PO number, core part number, customer name, counter ticket number and amount of core charge.
• Bill core charge to customer unless customer returns core at the time of purchase and core is acceptable. Tag any return cores from customer with all pertinent information, e.g., customer name; counter ticket number, part number. Ascertain amount of credit due to customer. Notify customer of any additional charges on cores.
• When unable to issue credit, at the time the customer returns parts and/ or core, issue a RR with all pertinent information, e.g., customer name, counter ticket number, part number and any special information needed for processing the RR.
• Issue Purchase Order number for all parts and/ or services which require Company payment at time of vendor order. Record all necessary information on PO at time of order, e.g., customer name, customer number, counter ticket number, part number, quantity ordered, cost and disposition code of item when received, RC number if applicable and Repair Order (RO) number if applicable.
• Put any part which customer is coming to pick up in the proper location in the will call area and create a pick ticket. Put the ticket in the customer will call accordion. Check to see that there are no parts already on hold for that customer. If there are, staple pick tickets together to make sure customer receives all orders upon arrival.
• OTHER DUTIES
• Project a positive, helpful, and professional attitude toward management and coworkers.
• Responsible for keeping shipping/receiving area clean and organized with no parts on floor or in aisles or blocking any walkway.
• Keep area outside of rear parts garage door free from clutter and secure all cores to prevent loss.
• Operate fork lift in safe and courteous manner.
• Maintain fork lift including checking oil and water, and make sure LP gas bottle supply is sufficient.
• Follow all safety guidelines and report any unsafe condition or practices observed to management.
• Will be expected to learn skills of other interacting positions within the department in order to fully understand all aspects of the parts department.
• Perform any other tasks or duties as needed or requested.
  
  

NOTE: This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments.

• Must be capable of lifting up to 50 pounds.
• Must have excellent reading skills and legible handwriting.
• Must have excellent communication skills.
• Must have valid operator's license.
  
  

All overtime to be approved by supervisor. Tardiness will not be tolerated and will be documented.