Central Receiving Coordinator Lead

University of Washington; Seattle (WA); On-site; USD 47,000 - 63,000; Full time

Job summary

The University of Washington’s Finance, Planning, and Budgeting (FPB) seeks a Central Receiving Coordinator Lead to supervise centralized receiving operations and ensure accurate Workday processing and chain-of-custody from receipt to final delivery. You will guide staff, enforce procedures, and support audit-ready documentation campus-wide.

This role requires hands-on leadership, meticulous attention to detail, and a commitment to service excellence as you coordinate daily receiving,

Qualifications

• High school graduation with three years’ experience in receiving logistics or related fields.
• Valid motor vehicle operator’s license.
• Experience processing high-volume transactions and documentation in an enterprise system (e.g., Workday).
• Strong attention to detail and ability to follow standardized procedures.
• Effective communication and customer service skills.

Responsibilities

• Train, assign, instruct, and review the work of receiving staff at the Central Receiving facility.
• Oversee inspections to verify accuracy and condition of deliveries; enforce receiving standards.
• Research, resolve discrepancies and issues; serve as escalation point for operational concerns.
• Oversee accurate recording of goods received in Workday for payments and audits.
• Audit packing slips and documentation in Workday to maintain complete audit trails.
• Coordinate timely distribution of goods to campus departments and individuals; set delivery priorities.

Skills

Leadership

Communication

Customer service

Attention to detail

Education

High school diploma or equivalent

Tools

Workday

Job description

No Telework

Seattle, WA

Full time

REQ-0000138678

Job Description

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

About this Opportunity

Under the supervision of Program Support Supervisor II, the Central Receiving Coordinator Lead leads and coordinates the University of Washington’s centralized receiving operations. This position is responsible for assigning, instructing, and reviewing the work of Central Receiving staff while overseeing the intake, inspection, documentation, and staging for distribution of goods across campus, ensuring standardized receiving practices and accurate Workday transaction processing. The Coordinator serves as the primary operational resource for receiving activities, monitors workflow, resolves shipment and delivery issues, processes and uploads documentation for audit and payment purposes, tracks the chain of custody from receipt through final delivery, and ensures compliance with established receiving procedures and internal controls.

Operating with considerable independence, the role coordinates daily receiving operations; interprets and applies University policies, procedures, and regulations; provides guidance to staff, faculty, and departmental customers; and ensures consistent receiving practices, accurate transaction processing, proper documentation for audit and payment release, and reliable chain-of-custody accountability. The position supports service excellence, strengthens operational and financial controls, reduces administrative burden on departments, and promotes efficient supply chain practices across the University.

Key Responsibilities

Receiving & Inspection (30%)

• Train, assign, instruct, and review the work associated with receiving inbound campus deliveries at the designated Central Receiving facility.
• Oversee shipment inspections to verify accuracy, completeness, and visible damage, and ensure adherence to receiving standards.
• Research, coordinate, and resolve discrepancies, damages, missing items, and other receiving issues, serving as a primary point of escalation for operational concerns.

Workday Transaction Processing (20%)

• Oversee and verify the accurate and timely recording of goods received in Workday to support payment processing and maintain transaction integrity.
• Review and audit the upload of packing slips and related receiving documentation in Workday to ensure a complete and accurate audit trail.
• Monitor compliance with University financial controls, receiving procedures, and documentation standards; identify and resolve discrepancies as needed.
• Provide guidance and lead direction regarding Workday receiving transactions, documentation requirements, and related receiving processes.

Internal Distribution (20%)

• Coordinate and oversee the timely distribution of goods to campus departments and individuals, assigning and adjusting delivery workloads to meet operational needs.
• Establish and communicate delivery priorities based on operational requirements, service commitments, and receiving volume while maintaining consistent service levels.
• Serve as the primary point of contact for delivery-related questions, exceptions, and service issues, communicating effectively with departments to resolve concerns and provide status updates.
• Monitor delivery workflows and identify opportunities to improve efficiency, accuracy, and customer service.

Chain-of-Custody & Tracking (10%)

• Manage chain-of-custody systems and tracking processes supporting the movement of goods from receipt through outgoing delivery.
• Ensure delivery reports, tracking identifiers, and related documentation are accurately maintained to support accountability and traceability.
• Audit hand-off records and tracking documentation to verify completeness, accuracy, and compliance with established procedures.

Exception Handling & Compliance (10%)

• Identify, review, and coordinate the handling of excluded delivery types (e.g., controlled substances, live animals, time-sensitive research materials) in accordance with established carve-out procedures.
• Collaborate with appropriate campus partners to ensure regulatory, safety, and operational requirements are met for excluded or specialized shipments.
• Assess and prioritize urgent delivery needs and coordinate out-of-cycle deliveries to support critical University operations.
• Monitor work areas and receiving operations to promote a safe, organized, and compliant work environment.

Continuous Improvement & Customer Service (10%)

• Monitor receiving operations and support the consistent application of standardized receiving processes to improve efficiency and service delivery.
• Serve as a point of escalation for customer service concerns and receiving-related issues, partnering with departments to facilitate timely resolution.
• Identify, recommend, and help implement process improvements, tracking operational challenges and opportunities as Central Receiving services evolve.
• Other duties as assigned.

Minimum Qualifications

• High school graduation or equivalent AND three years’ experience in receiving logistics, warehousing, mailing services logistics, or supply chain operations; valid motor vehicle operator’s license.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Additional Requirements

• 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

Desirable 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 use 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
• Regularly 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:

$47,256.00 annual

Pay Range Maximum:

$63,156.00 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)

This is a regular position

FTE (Full‑Time Equivalent): 100.00%

Union/Bargaining Unit: WFSE Campuswide

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem‑solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/).

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [e-mail].

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080).

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.