Will Call/Claims Receiving Specialist

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.