Inventory Specialist / Accounts Receivable

Job description

The Branch Inventory Specialist is responsible for managing branch-level inventory accuracy, purchasing activities, and accounts receivable (AP) support while continuing to assist with inside sales as needed. This role works closely with the Branch Manager, Warehouse Manager, Inside Sales team, and Corporate Purchasing to maintain optimal inventory levels, improve inventory turns, and ensure accurate and timely financial records. ### Benefits: - **Stable Schedule:** Full-time, **Monday-Friday** with consistent hours based on branch operations—no unpredictable shifts or weekend work! - **Generous PTO:** 20 **PAID DAYS OFF** (includes PTO, holidays, and family-focused company closure between Christmas & New Year’s!). - **Competitive Pay & Bonuses:** Strong hourly rate + OT potential during peak season, plus eligibility for discretionary holiday and performance bonuses. - **Top-Tier Benefits:** - **Comprehensive Benefits:** Medical, dental, and vision insurance with significant employer contributions to help keep costs affordable.401K with industry-leading company match. - Additional voluntary benefits, including disability coverage and accident insurance. - **Career Growth:** We invest in your success—whether through training, promotions, or new opportunities. - **Family-Owned & Operated:** We treat our team like family and foster a supportive, team-driven environment. ### Key Working Relationships: - Branch Manager - Warehouse Manager - Inside Sales Team - Corporate Purchasing Team - Accounts Payable (AP) ### Core Competencies Required: - Strong attention to detail - Ability to work confidently across multiple systems (Agility, OnBase, etc.) - Clear understanding of document flow and AP reconciliation processes - Strong communication and organizational skills - Ability to prioritize tasks in a fast-paced branch environment ### Primary Responsibilities: The duties listed below represent primary responsibilities but are not limited to these tasks: - Inventory Management - Perform weekly cycle counts to ensure inventory accuracy - Conduct monthly dead stock and inventory turns reviews - Identify excess, obsolete, or non-stock items for transfer or disposal in coordination with the Branch Manager - Participate in and support the annual physical inventory process - Purchasing & Stock Replenishment - Execute inventory purchasing and Suggested Purchase Orders (SPOs) - Work with the Branch Manager and Purchasing to identify inventory gaps - Source materials through vendors or other RBS branch locations as needed - Conduct SPO reviews multiple times per week using Agility and Hotlist reports to: - Prevent inventory shortages - Ensure timely material sourcing - Monitor large shared SPOs to ensure correct allocation and timely delivery or pickup - Receive & Transfers - Maintain accurate and timely receiving of all purchase orders - Ensure all POs are properly and completely received in the system - Scan and upload receiving documents daily to keep records current - Investigate and resolve receiving discrepancies, errors, or damaged materials - Review all open vendor POs and branch transfers to ensure they are received promptly and not left open past due - Work with branch staff to validate long-overdue POs - Complete Service Requests (SRs) for damaged or returned materials in a timely manner - Coordinate with the Warehouse Manager to ensure branch transfers are: - Picked up on schedule, or - Confirmed as successfully shuttled - Accounts Payable (AP) & Reconcilation - Work in OnBase daily to review and manage AP documentation, including: - Invoices - Approvals - Supporting documentation - Exceptions - Verify accuracy of vendor invoices and RBS purchase orders - Investigate and resolve discrepancies by coordinating with: - Corporate Purchasing - Accounts Payable - Vendors - Ensure vendor orders are acknowledged correctly and corrected when necessary - Complete AP reconciliations: - Twice per week initially due to current volume - Transitioning to once per week as volume stabilizes - Conduct ongoing and periodic reviews of past PO and invoice variances - Support month-end close and audit requests by providing required documentation and reports - Maintain organized AP records in compliance with internal controls and company procedures - Inside Sales Support - Continue to assist with inside sales during: - Periods of high customer demand - Times of limited branch staffing ### Performance Expectations: - Maintain accurate inventory levels and minimize excess and dead stock - Ensure timely and accurate purchasing, receiving, and AP processing - Proactively identify and resolve discrepancies - Communicate effectively with branch and corporate teams - Support overall branch efficiency and financial accuracy