About Us
The Glacier Group is a manufacturer's representative specializing in innovative, energy-efficient HVAC systems for commercial and industrial markets. Our focus is on providing clients with forward-looking solutions supported by expert applications knowledge and first-class customer service.
Job Description
KEY RESPONSIBILITIES
Parts Ordering, Tracking & Claim Processing
• Source and place orders for fabrication parts, hardware, and consumables from approved vendor lists; obtain quotes and confirm lead times
• Maintain a real-time parts tracking log — monitoring order status, expected delivery dates, and notifying the shop floor of delays or substitutions
• Reconcile received parts against purchase orders; identify and document discrepancies in quantity, specification, or condition upon receipt
• Initiate and manage vendor and freight claims for damage, incorrect, or missing parts — including compiling supporting documentation, photos, and correspondence
• Follow up on open claims through resolution; track credit memos, replacements, and return authorizations (RMAs)
• Maintain vendor performance records related to parts quality, on-time delivery, and claim history to inform procurement decisions
Inbound & Outbound Inspection
• Conduct visual and dimensional inspection of all inbound parts and materials upon receipt — verifying condition, quantity, part numbers, and compliance with purchase order specifications
• Inspect inbound freight for packaging integrity, transit damage, and carrier seal compliance; document findings and photograph any discrepancies before signing delivery receipts
• Perform pre-shipment inspection of outbound fabricated parts and freight — confirming correct items, quantities, labeling, and packaging meet customer or project specifications
• Verify outbound shipments against packing lists, work orders, and shipping documents prior to carrier pickup; flag non-conformances to the quality or engineering team
• Complete and maintain inspection checklists, receiving reports, and non-conformance reports (NCRs) for all inbound and outbound movements
• Quarantine and tag non-conforming items; coordinate with quality, engineering, and procurement on disposition — return, rework, or use-as-is determination
Freight Handling
• Coordinate inbound and outbound freight with carriers, brokers, and logistics partners — including LTL, FTL, and flatbed shipments
• Prepare and verify shipping documents: bills of lading, packing lists, certificates of origin, and customs paperwork
• Track shipments and proactively communicate delivery status and exceptions to internal teams and customers
• Reconcile freight invoices and flag billing discrepancies with carriers
• Coordinate receiving with the warehouse team; log deliveries and report shortages or damages
QUALIFICATIONS
• High school diploma or GED required; associate degree preferred
• 2+ years in a manufacturing or shipping/receiving role
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience placing and tracking parts orders with vendors
• Familiarity with inbound and outbound inspection procedures and NCR documentation
• Familiarity with vendor and freight claim procedures (RMAs, damage claims)
• Familiarity with freight documentation and carrier coordination
• Experience with document control systems or controlled document workflows
• Demonstrated ability to coordinate across engineering, contractor, and operations teams
• Ability to read basic shop drawings or fabrication specs (a plus)
SKILLS & ATTRIBUTES
• Strong organizational and multitasking ability
• Clear written and verbal communication across technical and non-technical audiences
• Sharp eye for detail — able to spot discrepancies in parts, packaging, and documentation
• Comfortable working in a fast-paced shop environment including dock and receiving areas
• Team-oriented with a proactive approach to problem-solving
• Able to manage competing priorities across multiple stakeholders
•…