Will Call/Claims Receiving Specialist

Job summary

The specialist is responsible for the physical receipt, inspection, and processing of returned parts and warranty claims while maintaining accurate inventory documentation. They also serve as a primary point of contact for customers and carriers, providing administrative support at the sales counter and coordinating with internal teams.

Job details

Will Call/Claims Receiving Specialist Job Summary The Claims Receiving Specialist plays a critical role in the company’s claims and reverse logistics process. This position is primarily responsible for the accurate and timely physical receipt, inspection, and initial processing of returned parts and claimed items. The specialist serves as a key communication link, managing inquiries and coordination between internal departments, external customers, and carriers regarding returned materials. This role requires a combination of strong administrative skills and the ability to perform physical warehouse tasks, including operating heavy equipment. Essential Duties and Responsibilities Claims and Returns Processing Physical Receipt: Accept, unload, and verify the physical receipt of all incoming returned parts and warranty claims shipments from various carriers. Documentation: Match received parts to corresponding Return Material Authorization (RMA) or claims documentation and log receipts accurately into the inventory and claims management system. Initial Inspection: Conduct a preliminary visual inspection of incoming parts for proper identification, condition, and potential transit damage. Organization: Stage and organize returned materials in the designated receiving or quarantine areas, ensuring proper labeling and traceability. Communication and Coordination Customer Service: Serve as a primary point of contact for external customers and carriers regarding the status of returns and scheduling of deliveries. Customer counter desk: Work with the public in receiving approved claims at the counter desk, addressing customer pick ups, handing off orders, administrative assistance at the counter desk. Internal Liaison: Communicate promptly with the Quality Control, Claims, and Inventory teams regarding discrepancies, damaged shipments, or high-priority returns. Problem Resolution: Assist in resolving discrepancies between physical receipts and claim documentation, escalating complex issues as necessary. Warehouse Operations Forklift Operation: Safely and proficiently, operate a forklift to unload trucks, move heavy pallets, and position large items within the warehouse. Safety Compliance: Adhere strictly to all company safety policies and procedures, especially those related to operating machinery and manual material handling. Work Environment: Maintain a clean, organized, and safe receiving area. COUNTER PERSON REQUIRED SKILLS Ensuring the highest level of Customer Service is consistently achieved. Purpose To provide assistance and a high level of service at our sales counter and support daily activities of the sales group, via direct interaction, phone, and e-mail. Essential Functions & Responsibilities Support sales to existing customers at the counter conducive to the company’s customer service and sales objectives. Respond to incoming calls and customer inquiries and request in an efficient and timely manner and dispatch request to the proper personnel. Ensure that items in the Customer Service Inbox are responded to in a timely and professional manner. Address and resolve any service related issues such as tracking, shipping, back order status, order related and quality issues with customers on a timely basis, in conjunction with sales support administration, inside sales and Technical assistance group. Process orders and related invoicing into Salesforce per customer’s request via phone, and e-mail. Maintain and administer customer account profiles in Salesforce in conjunction with sales staff. Ad Hoc duties as assigned. Required Qualifications Experience: Minimum of 2 years of experience in a warehouse, receiving, logistics, or inventory control environment is preferred. Forklift Certification: Current and valid Forklift Operator Certification is required. Computer Skills: Proficiency with basic office software (Microsoft Office Suite) and experience using Warehouse Management Systems (WMS) or claims processing software. Communication: Excellent verbal and written communication skills with the ability to interact professionally with internal staff and external customers. Attention to Detail: Meticulous approach to documentation and verifying claims paperwork against physical returns. Physical Requirements and Work Environment Standing/Walking: Must be able to stand and walk consistently throughout an 8-hour shift. Lifting: Ability to regularly lift, push, or pull up to 50 pounds without assistance. Mobility: Requires frequent bending, stooping, reaching, and climbing stairs or ladders as needed.

What you’ll do

The specialist is responsible for the physical receipt, inspection, and processing of returned parts and warranty claims while maintaining accurate inventory documentation. They also serve as a primary point of contact for customers and carriers, providing administrative support at the sales counter and coordinating with internal teams.

Requirements

Candidates should have at least 2 years of experience in a warehouse or logistics environment and possess a valid forklift operator certification. Proficiency in Microsoft Office and CRM software like Salesforce is required, along with the physical ability to lift up to 50 pounds.

Listed skills

• Customer service · Preferred
• Warehouse operations · Preferred
• Attention to detail · Preferred
• Safety Compliance · Preferred
• Forklift operation · Preferred
• Material Handling · Preferred
• Documentation · Preferred
• Communication · Preferred
• Logistics · Preferred
• Inventory management · Preferred
• Microsoft Office Suite · Preferred
• Salesforce · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Forklift Operation
• Customer Service
• Inventory Management
• Logistics
• Claims Processing
• Warehouse Operations
• Salesforce
• Microsoft Office Suite
• Documentation
• Order Processing
• Communication
• Problem Resolution
• Safety Compliance
• Material Handling
• Attention To Detail
• Inside Sales
• Sales Support
• Claims Management System
• Administrative Support
• Professionalism
• Lifting Ability
• Forklift Certification
• Returns Processing
• Claims Documentation
• Administrative Functions
• Computer Literacy
• Heavy Equipment
• Sales
• Packaging And Labeling
• Forklift Truck
• Warehousing
• Group Dynamics
• Inventory Control
• Invoicing
• Problem Solving
• Machinery
• Warehouse Management Systems
• Microsoft Office
• Palletizing
• Return Merchandise Authorization
• Reverse Logistics
• Technical Assistance
• Scheduling
• Coordinating
• Dispatching
• Customer Inquiries
• Quality Control
• Detail Oriented

Job areas

• Logistics
• Customer Service & Support
• Manufacturing
• Administrative
• Sales
• Receiving Specialist
• Claims Adjuster / Specialist (General)
• Valuers and Loss Assessors
• Claims Adjusters, Examiners, and Investigators

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