Central Receiving Coordinator

University of Washington

Seattle (WA)

On-site

USD 45,000 - 59,000

Full time

5 days ago

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Job summary

University of Washington is seeking a Central Receiving Coordinator to oversee intake, inspection, documentation, and staging of campus deliveries. You will ensure standardized receiving practices and accurate Workday processing, while maintaining strong internal controls and end-to-end chain-of-custody tracking.

Responsibilities include managing inbound deliveries, recording receipts in Workday, and coordinating timely internal distribution.

Qualifications

High school diploma or equivalent with 2 years’ experience in receiving logistics or supply chain operations.
Valid driver’s license and clean driving record to operate university vehicles.
Experience processing high-volume transactions and documentation in an enterprise system such as Workday.
Strong attention to detail and ability to follow standardized procedures.
Effective communication and customer service skills with accuracy in packing slip matching.

Responsibilities

Receive all inbound campus deliveries at the Central Receiving facility.
Inspect shipments for accuracy, completeness, and damage.
Identify discrepancies and initiate follow-up actions.

Skills

Attention to detail

Communication skills

Driver's license

Receiving/logistics experience

Education

High school diploma or equivalent

Tools

Workday

Job description

No Telework

Seattle, WA

Full time

REQ-0000138680

Finance, Planning, and Budgeting (FPB) has an outstanding opportunity for a Central Receiving Coordinator to join their team.

About this Opportunity

Under the supervision of Program Support Supervisor II, the Central Receiving Coordinator supports the University of Washington’s centralized receiving model. This position is responsible for overseeing the intake, inspection, documentation, and staging for distribution of goods across campus, ensuring standardized receiving practices and accurate Workday transaction processing. The Coordinator processes and uploads documentation for audit and payment purposes, tracks the chain of custody from receipt to outgoing delivery, communicates receiving issues and supports customers to address these issues, and upholds strong internal controls to reduce departmental administrative burden and aligns with higher education supply chain best practices. Operating with considerable independence, the role involves interpreting and applying rules and regulations, advising staff, faculty, and program participants, to ensure consistent receiving practices, accurate Workday transaction processing, proper handling of documents for audit and payment release, and reliable chain-of-custody tracking from receipt through outgoing delivery. The role is critical to improving internal controls, reducing administrative burden on departments, and aligning UW with higher education supply chain best practices.

Key Responsibilities

Receiving & Inspection (30%)

Receive all inbound campus deliveries at the designated Central Receiving facility
Inspect shipments for accuracy, completeness, and visible damage
Identify discrepancies, damages, or missing items and initiate appropriate follow-up

Workday Transaction Processing (20%)

Record receipt of goods in Workday accurately and in a timely manner to support payment release
Upload packing slips and related documentation into Workday to support a complete audit trail
Ensure compliance with UW financial controls and documentation standards

Internal Distribution (20%)

Coordinate and execute timely delivery of goods to campus departments and individuals
Prioritize deliveries based on operational needs while maintaining service consistency
Communicate effectively with departments regarding delivery status and exceptions

Chain-of-Custody & Tracking (10%)

Apply delivery reports and tracking identifiers to all received items
Utilize chain-of-custody systems to enable end-to-end visibility from receipt to outgoing delivery
Maintain accurate hand-off records for internal distribution.

Exception Handling & Compliance (10%)

Recognize and route excluded delivery types (e.g., controlled substances, live animals, time-sensitive research materials) according to established carve-out procedures
Coordinate with appropriate campus partners to ensure regulatory and operational compliance for excluded items.
Deliver critical or urgent packages, out of cycle, as needed
Keep work areas clean, organized, and free from hazards

Continuous Improvement & Customer Service (10%)

Support standardized receiving processes to reduce variability and improve efficiency campus-wide
Provide customer-focused service to departments transitioning from decentralized receiving
Identify process issues and suggest operational improvements as Central Receiving evolves
Other duties as assigned

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration

Minimum Qualifications

High school diploma or equivalent and 2 years of experience in receiving logistics, warehousing, mailing services logistics, or supply chain operations.
Must possess a valid driver's license and a clean driving record to operate university vehicles.
Experience processing high volume transactions and documentation in an enterprise system (e.g., Workday).
High attention to detail and the ability to follow standardized procedures.
Effective communication and customer service skills. Sufficient reading, writing, and math skills needed to accurately complete work and consistently ensure a match of packing slip to package contents

Preferred Qualifications

Experience with Workday or similar financial/receiving systems.
Familiarity with higher education, public sector, or complex organizational environments.
Experience supporting chain-of-custody processes.
Ability to manage multiple deliveries and priorities in a high-volume environment.
Experience with material handling equipment

Working Conditions

Read address labels, packing slips and box contents, and shipping and receiving equipment (i.e., hand-held scanning tools, computers, etc)
Utilization of pallet jacks and other warehouse equipment
Manual dexterity required for handling products, labeling, scanning and data entry
Lift/Carry
Frequently lift and carry up to 50 lbs. without assistance
Occasionally lift and carry 50-75 lbs. without assistance
Frequently push/pull and carry up to 50 lbs. without assistance
Occasionally push/pull and team carry greater than 50-75 lbs.
Kneel/crouch, stoop (bend at waist), twist (knees/waist/neck), and push/pull with weight of package up to 8 hours per day
Regular handle packages and packaging materials
Stand and walk more than 5 hours per day
Work performed primarily in a central receiving and warehouse environment which includes mechanical noise and varying temperatures
May be required to operate university vehicles and ride electric assist bicycles up to 3 miles

About the Team

Finance, Planning, and Budgeting (FPB) encompasses the major central financial, planning, analytical, and budgeting functions for the University of Washington, including:

Financial Stewardship & Operations
Institutional Analytics & Decision Support
Budget, Policy & Strategy
University Business Service
Real Estate
Treasury

Creative Communications (C2) is the University of Washington’s centralized provider of design, web, printing, copying, and mailing services, supporting the Seattle, Bothell, and Tacoma campuses as well as UW Medicine. As a division of Finance, Planning & Budgeting, C2 partners with departments, faculty, students, and staff to deliver high-quality, cost-effective communication and logistics solutions, from concept through production and distribution, while emphasizing customer service, operational efficiency, and sustainability.

Compensation, Benefits and Position Details

Pay Range Minimum:

$45,144.00 annual

Pay Range Maximum:

$58,632.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position