DPW Receiving Coordinator

JOB SUMMARY

The Department of Public Works (DPW) Purchasing Receiving Coordinator is responsible for the intake of all procured material and will work out of the Gerlach Office and Black Rock City (BRC) as a documentation, item-tracking wizard. The role will check and track every item that comes in from our Reno Runners, UPS, FedEx, Amazon Prime or other freight carriers that may include lumber trucks. This role works closely with the entire Purchasing team, as well as other Burning Man Departments, and will work most with the DPW Receiving and Delivery Associate. There is also a demanding physical component- trucks must be unloaded and material moved during the receiving, sorting, storage and delivery process. Shifts will be non-standard hours according to the delivery schedules that tend to arrive mid-morning and later evening and may extend during peak receiving days including Saturdays.

  This temporary, ineligible for benefits role is: 

• From June - September:  Full-Time,  Non-Exempt, based in Gerlach, NV and Black Rock City. 

The deadline to apply for this role is 5:00 pm Pacific on April 11, 2025

DUTIES & ESSENTIAL JOB FUNCTIONS

Daily Operations (75%)

• Work with the Purchasing Team as a documentation, item-tracking wizard that takes lead on all receiving duties, including physically receiving shipments, inventory, organizing, data entry, and scheduling a high volume of goods and materials. 
• Shipments received are checked against orders, discrepancies tracked, consolidated by department, securely stored and delivered to departments based upon instructions provided in the Purchase Order. 
• Work with the Purchasing Manager to oversee and dispatch the Reno Runner’s schedules.
• Interface with Runners, UPS and FedEx to receive goods ordered by Burning Man Departments, effectively documenting all received shipments; Assist delivery drivers with unloading and sorting.
• Proactively learn and use Procurify, Asana, MaintainX and Google Drive to manage the organization of all delivery schedule needs, maintain thorough record keeping of receipts, invoices, packaging slips and all related documentation, sharing access to all notes with the appropriate parties.
• Coordinate with all Burning Man Department leads to confirm accurate delivery time and placement of their orders, occasionally personally receiving and directing delivery trucks for specific on-site drops when necessary. 
• Properly label all material with delivery location and person of contact (if applicable). 
• Maintain order in the Receiving Office and work areas addressing cardboard boxes, packing materials, and available pallets as needs fluctuate and occasionally packing up material to be returned.
• Check in regularly with the DPW Receiving and Delivery Associate, working as a team to ensure smooth and accurate order and task fulfillment , reviewing delivery receipts daily and documenting any discrepancies for the Purchasing Manager.
• Coordinate with other departments such as Black Rock Station, DPW Depot, and Heavy Equipment and Transportation (HEaT) for storage locations and deliveries for larger items such as wood or stacked pallets.

Personnel Support / Leadership (20%) 

• Assist the Purchasing Data Agent with preparing returns, exchanges, or re-orders when possible. 
• Assist with preparing the daily schedules of the runners.
• Serve as a mentor, positive role model, and team leader while guiding people as they work through the Receiving processes.
• Ensure all work, reports and documentation is completed in accordance with standards and deadlines as outlined by DPW Management to maintain continuity in what and how work is done and to co-create a smooth event experience for all.
• Maintain an amicable, professional demeanor while guiding requesters in completing their orders, in understanding how to navigate Procurify and submit proper information, and in creating reasonable expectations around timelines.
• Provide a written, year-end summary of processes including any recommendations for improvements. 

Other Functions and Responsibilities (5%)

• Attend DPW and Purchasing Department morning meetings. 
• Participate in ongoing training. 
• Work with the Purchasing Team to plan and execute LNT and Waste stream plans for the Purchasing department.
• Be familiar with, understand and act in accordance with Burning Man’s staff policies, protocols and behavioral standards.
• Perform other duties as assigned.

LEARNING AND TEACHING

• Documentation - Drives the creation, publishing, and maintenance of process documentation related to assigned duties.
• Teaching – Takes a leadership role in the acculturation and training of staff. Teaches live or e-learning classes, as requested. Promotes a culture of teaching and learning throughout the community.
• Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes. Participates in conferences, forums, and networking events, where appropriate.
• Speaking – Represents Burning Man as a subject matter expert and culture-bearer, as requested.

QUALIFICATIONS

 Required

• Expert in handling data entry with an attention for accuracy; highly organized, motivated with the ability to stay on task, adhere to a strict schedule and adapt to sudden changes in priority.
• Strong proficiency at navigating digital and online technology with emphasis on Google Sheets; Working knowledge of Google products (Gmail, Docs, Sheets, Drive), Microsoft Word and Excel.
• An eye for details and a mind for tracking tasks on strict timelines and the ability to look ahead to minimize bottlenecks; ability to differentiate between similar items when the details may not be immediately apparent.
• Able to proactively engage in clarifying conversations, advanced learning and effectively update and teach existing online applications, tools, systems, spreadsheets, and documents.
• Understanding of event production timelines, budgeting, quick-moving inventory maintenance, and working with integrated plans.
• Capable of moving and stacking materials with the physical ability to easily and safely lift 50lbs repeatedly.
• Clear, service-oriented and professional communication, verbally and written; Able to evaluate, tailor style and patiently respond to needs for support.
• Operates with a high level of behavioral integrity, confidentiality and discretion of sensitive information; maintains tidiness in work ethics and the work environment.
• Able to integrate feedback into action, remain calm and focused under pressure or emergency situations, and maintain a professional demeanor.
• Capable of working in an extreme environment including drastic temperature changes, high winds, poor air quality and low to no visibility at times.
• Ability to temporarily relocate for work at the Burning Man event held in Gerlach, Nevada.

Preferred 

• It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.
• Familiarity with event-based production work.
• Experience with two-way radio communication with the ability to maintain professionalism on air.

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

REQUIRED LICENSES/CERTIFICATIONS

• Valid driver’s license and a good driving record
• Comfortable driving a larger size box truck 

COMPENSATION

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated rate for this position:

• From June - September is $15.75 to $18.25 per hour.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Off-playa:  Work is primarily sedentary in nature, no special demands are required.
• On-playa:  This position requires periods of heavy lifting, bending, kneeling, squatting, and climbing. This position will be physically demanding, and requires individuals with good physical health, and endurance. Work will include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation. Much of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

NOTICE FOR ALL APPLICANTS:

• Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
• Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.