Warehouse Receiving Clerk
Department: Warehouse
Reports To: Warehouse Manager / Warehouse Supervisor
Location: Green Pharma Labs
Employment Type: Full-Time
Position Summary:
The Warehouse Receiving Clerk is responsible for receiving, inspecting, documenting, labeling, and staging all incoming raw materials, packaging components, labels, bulk products, finished goods, and other GMP-related materials. This role ensures that all received materials are accurately verified against purchase orders, supplier documentation, CoAs, packing slips, and physical container labels before being placed into quarantine or approved storage areas.
The Warehouse Receiving Clerk plays a key role in maintaining inventory accuracy, lot traceability, FEFO rotation, Odoo receiving records, and GMP documentation compliance.
Key Responsibilities Receiving & Inspection:
· Receive incoming shipments and place materials in the designated receiving area.
· Inspect carrier vehicles/trailers for cleanliness, damage, contamination risk, pests, hazardous materials, and overall condition before accepting materials.
· Verify that received materials match the purchase order, packing slip, supplier invoice, and container labels.
· Confirm item name, supplier, manufacturer lot number, quantity, container count, expiration/retest date, and storage condition requirements.
· Review CoA availability and confirm that the CoA lot number and expiration date match the material label.
· Ensure one CoA is received for each unique supplier lot within each shipment.
· Identify and document damaged, leaking, contaminated, expired, or questionable materials.
· Photograph damaged materials and note damages on the carrier paperwork when applicable.
· Notify Quality and Purchasing immediately of damaged, rejected, missing, or nonconforming materials.
Quarantine, Labeling & Material Status Control:
· Label each received container with the required product, lot, quantity, internal lot, and status information.
· Assign or support assignment of internal lot numbers according to GPL procedures.
· Place all incoming raw materials, bulk materials, and applicable components into the proper quarantine area until Quality release.
· Ensure materials are not moved to released inventory until QC/QA approval is completed.
· Maintain proper separation of quarantined, released, rejected, expired, and damaged materials.
· Ensure materials are stored on pallets, racks, or designated areas and never directly on the floor.
· Return materials to the proper designated area based on status.
Odoo & Inventory Records:
· Enter receiving information accurately into Odoo, including item, quantity, lot number, expiration/retest date, supplier, PO, and receiving location.
· Place received materials into quarantine status/location in Odoo.
· Update inventory cards or inventory logs for each container, bag, box, drum, or pallet received.
· Ensure inventory records match physical labels, CoAs, and supplier documentation.
· Support FEFO inventory rotation by ensuring expiration/retest dates are correctly captured.
· Assist with cycle counts, inventory reconciliation, and investigation of inventory discrepancies.
Documentation & Compliance:
· Complete all receiving logs, inspection forms, truck inspection forms, inventory cards, and related warehouse documentation accurately and in real time.
· Use good documentation practices, including legible entries, blue ink where applicable, proper corrections, initials, and dates.
· Submit required receiving documents to Quality and other departments, including:
o CoA
o Purchase order
o Packing slip
o Bill of lading
o Receiving inspection form
o Photos or notes for damaged materials
· Ensure all receiving documentation is complete before materials are released for sampling, testing, or warehouse movement.
· Report deviations, missing documentation, incorrect labels, expired materials, or other compliance concerns immediately.
Sampling Support:
· Support Quality or authorized personnel during sampling activities when required.
· Ensure sampled containers are properly relabeled or identified after sampling.
· Ensure samples and related documentation are transferred to Quality according to procedure.
· Maintain cleanliness and organization in receiving and quarantine areas to prevent contamination or mix-ups.
Warehouse Organization & Safety:
· Maintain the receiving, quarantine, and warehouse areas in a clean, organized, and inspection-ready condition.
· Follow GMP, GDP, safety, hygiene, gowning, and warehouse procedures at all times.
· Handle materials carefully to prevent damage, contamination, or loss of traceability.
· Follow storage requirements listed on CoAs, SDS/MSDS, supplier labels, or internal specifications.
· Operate pallet jacks, scales, and warehouse equipment safely, if trained and authorized.
· Report unsafe conditions, spills, pests, damaged pallets, broken containers, or housekeeping issues immediately.
Required Qualifications:
· High school diploma or equivalent required.
· Prior warehouse, receiving, inventory, logistics, or manufacturing experience preferred.
· Experience in dietary supplements, food, pharmaceutical, nutraceutical, or GMP manufacturing preferred.
· Ability to read and compare purchase orders, packing slips, CoAs, lot labels, and inventory documents.
· Strong attention to detail and accuracy.
· Basic computer skills required; Odoo or ERP experience preferred.
· Ability to follow written procedures and complete documentation correctly.
· Bilingual English/Spanish preferred.
Required Skills:
· Strong organizational skills.
· Good communication with Warehouse, Quality, Purchasing, and Production teams.
· Ability to identify discrepancies between physical materials and documents.
· Understanding of lot traceability, quarantine status, FEFO rotation, and GMP material handling.
· Ability to work independently while following supervisor instructions.
· Comfortable working in a fast-paced warehouse environment.
Physical Requirements:
· Ability to stand, walk, bend, reach, and lift during the shift.
· Ability to lift up to 50 lbs. as needed.
· Ability to work in warehouse conditions, including around pallets, drums, boxes, and material containers.
· Must be able to wear required PPE when entering GMP or warehouse-controlled areas.
Key Performance Expectations:
· Incoming materials are received and entered into Odoo the same day or within 24 business hours when receiving requirements are met.
· Receiving documentation is complete, accurate, and inspection-ready.
· Materials are correctly labeled and placed in quarantine or designated storage areas.
· No materials are released to warehouse stock without QC/QA approval.
· Inventory cards and Odoo records match physical material counts and labels.
· Damaged, expired, missing, or nonconforming materials are escalated immediately.
· Receiving and quarantine areas remain clean, organized, and audit-ready.
Training Requirements:
The Warehouse Receiving Clerk must complete all required company training before independently performing assigned duties, including but not limited to:
· GMP training
· Good documentation practices
· Personnel hygiene and gowning requirements
· Receiving and sampling procedures
· Warehouse inventory control
· Lot numbering system
· Quarantine and material status control
· Storage, rotation, and control of dietary supplement materials
· Odoo receiving and inventory procedures
· Safety and warehouse equipment training, if applicable
Pay: $20.00 - $22.00 per hour
Benefits:
- Life insurance
- Paid time off
Work Location: In person
