THE ROLE
You own inbound end to end — dock to sellable stock, and the return path back out. Receiving, testing, RMA, and vendor reconciliation.
Everything that crosses your dock is enterprise server hardware: CPUs, memory, SAS/SATA/NVMe drives, RAID controllers and HBAs, NICs, GPUs, chassis, and complete systems from Dell, HPE, Supermicro, and Lenovo. It arrives in mixed condition from a wide range of sources, and what it's actually worth depends on what it actually is.
Sorting that out is technical work, not clerical work.
You manage three leads — RMA, Receiving, and Testing — over a team of ten.
THE PAIRED SEAT
You work in daily lockstep with our Inventory Controller. He is the voice of Purchasing on the operations floor — he carries their priorities and routing to you and makes sure you have them in time to act on them. You execute inbound against those priorities and reconcile reality back to him: test yields, RMA data, final counts, and bills.
Neither of you works for the other. He reports to the Director of Purchasing; you report to the Director of Operations. The pairing spans two departments, which means it runs on the quality of the daily communication between those two seats rather than on a shared reporting line. That communication is a substantial part of whether this operation works.
HOW TESTING WORKS HERE
Testing is split deliberately, and you should understand the split before you apply.
HW Engineering owns the technical side — test methodology, grading standards, tooling, and the bench infrastructure itself. That does not move.
You own the people and the throughput. The Testing Lead and their team sit under you. You are accountable for whether the bench is fully staffed, correctly prioritized, and moving — not for defining how a drive gets graded.
If you want full technical authority over test design, this is not that seat. If you can run a technical team against someone else's standard and drive it hard, it is.
WHAT YOU'LL OWN
Receiving & Physical Reconciliation
- Own physical asset reconciliation — what arrived matches what was bought, in the condition it was bought in.
- The record and the dock never drift apart
- Verify part numbers, revisions, configurations, quantities, serials, and condition against the PO and vendor manifest
- Maintain 1:1 serial-level traceability from PO through grading, activation, and sale
- Set and enforce receiving accuracy standards, and stop the line when something does not look right
- Own cycle counts and reconcile variance.
PO Lifecycle & Throughput
- Own the purchase order from in-transit through live and sellable
- Track every open PO daily across receiving, testing, grading, and activation status
- Identify and clear stale or stuck POs before they affect vendor relationships or purchasing decisions
- Maintain PO aging visibility for leadership and Purchasing
- Drive down work-in-process — know at any moment what is in the building, what stage it is at, and what is blocking it
Testing Throughput & Grading
- Set testing priority based on PO urgency and capital exposure, aligned to the priorities Purchasing routes through the Inventory Controller
- Keep the bench staffed and the queue staged so no test capacity sits idle while inbound stacks up
- Track every unit through test, retest, and grading
- Reconcile post-test yields (Grade A/B/C) against inbound manifests
- Surface yield variance by vendor and lot to Purchasing before the next buy
- Oversee SKU transformation when grading splits a lot into distinct SKUs
Vendor Reconciliation & Final Bills
- Own vendor communication on discrepancies, condition, and counts
- Adjust final bills once goods are received, tested, and counted
- Document shortages, overages, substitutions, and grade misrepresentation with evidence strong enough to support a claim
- Turn discrepancies around within 48 hours of identification
- Serve as the operational point of contact into Purchasing
RMA & Reverse Logistics
- Own the return path: RMA processing, return-to-vendor coordination, and scrap disposition
- Coordinate asset movement in and out
- Ensure returned and regraded units re-enter inventory at the correct grade and SKU
- Own vendor credits from RMA returns end to end — track what is owed, confirm each credit is issued at the correct value, pursue the ones that do not arrive, and reconcile against QuickBooks so returns, credits, and inventory adjustments agree
Team & Development
- Manage and develop the RMA, Receiving, and Testing Leads
- Train the team on serialized handling, hardware identification, documentation standards, and escalation
- Build and maintain SOPs across the inbound pipeline
- Maintain accurate, auditable records in Finale Inventory (ERP migration anticipated)
ON PRODUCT KNOWLEDGE
This is the part we're strict about.
You dont need to know our catalog on day one — well teach you our SKUs, our grading standards, and our test process. What we cant teach is the instinct underneath it. You need to have already gone deep on hardware somewhere: a job where you could tell a good part from a bad one, spot the thing that was mislabeled or pulled from a dead system, and push back on a vendor's condition call and be right.
If your background is running a clean receiving process without ever really knowing what was in the boxes, this isn't the seat. If you've built that depth in adjacent gear — networking, storage arrays, PC components, telecom — and you're eager to build it again here, we want to talk.
WHAT SUCCESS LOOKS LIKE
- PO cycle time — average days from arrival to live and sellable
- PO aging — open POs beyond 14 days; percentage completed within 7
- WIP volume — units in process at any given time, trending down
- Receiving accuracy — percentage of POs received with zero discrepancies
- Speed to live — time from grading completion to inventory posted
- Vendor discrepancy turnaround — documented within 48 hours
- Final bill accuracy — recovery captured on discrepancies before invoices close
- Vendor credit recovery — credits issued, applied, and reconciled; aging of what is still outstanding
- Test capacity utilization — idle bench time approaching zero
REQUIREMENTS
- 5–10 years in a comparable inbound or asset-management operation — receiving, testing, RMA, or reverse logistics at scale
- Hands-on technical depth with hardware, and evidence you built it
- Has personally led an outcome that required deep product knowledge, not just process management
- Has managed leads who manage their own crews
- Track record in a role where your calls moved real dollars — PL, asset value, or reconciliation exposure
- Can grade, question, and challenge what crosses the dock, not just count it
- Detail-oriented, and willing to hold a vendor to a discrepancy
- Experience with WMS or ERP inventory systems
PREFERRED
- Enterprise server hardware, ITAD, IT refurbishment, or data center decommissioning background
- Familiarity with drive health data — SMART attributes, power-on hours, reallocated sectors, SSD wear indicators — and how it maps to grading
- Fluency with OEM part numbering: Dell DP/N, HPE spare and assembly numbers, Cisco PID, Supermicro model strings
- Experience with lot-based or broker purchasing and vendor claim resolution
- Comfort working in an accounting system (QuickBooks or similar) on credits, invoices, and reconciliation
WHAT MAKES SOMEONE GOOD AT THIS
- Extremely detail-oriented — the reconciliation and final-bill work lives or dies on it
- Firm with vendors, warm with the team — you hold a hard line on a discrepancy call and still have people
who want to work for you
- A leader on the floor — people follow you because of how you operate, not because of the org chart
- Dynamic — you move between the dock, the bench, and a vendor call in the same hour
- Urgent — inbound sitting still is capital sitting still, and you feel it
- A strong communicator — the daily lockstep with the Inventory Controller is the job, not an overhead on it
WHY THIS ROLE MATTERS
Every PO that sits incomplete costs money — in deferred revenue, in vendor trust, in purchasing leverage, and in operational drag. Every unit received wrong or graded wrong costs more than that, later, and with interest.
This role exists to make sure what we bought is what we got, that we can prove it, that the vendor answers for the difference, and that it becomes sellable inventory fast.
COMPENSATION & BENEFITS
- $80,000 – $95,000 per year, depending on experience
- Health insurance stipend
- 401(k) with company matching
- Paid time off
- Full-time, on-site in Sanford, FL
SCREENING QUESTIONS
1. How did you build your hardware knowledge? What gear, in what role, and how deep did it go?
EXPERIENCE
- Inbound, receiving, or asset management: 5 years (Required)
- Enterprise hardware: 3 years (Required)
- People management: 3 years (Required)
- Ability to Commute: Sanford, FL 32771 (Required)
Work Location: In person
Pay: $80,000.00 - $90,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Application Question(s):
- How did you build your hardware knowledge? What gear, in what role, and how deep did it go?
Work Location: In person
