Parts Purchasing Assistant

Overview

Overview

Job Title: Parts Purchasing Assistant 

Division: Equipment & Facilities

Supervisor: Parts Manager

Job Summary:  The Parts Purchasing Assistant is a vital contributor to operational efficiency, responsible for procuring high-quality parts and supplies at optimal prices to support equipment and plant maintenance. This role involves coordinating schedules and routes for the Parts Runner to ensure timely deliveries, managing inventory levels to prevent disruptions, and maintaining strong vendor relationships to secure favorable terms and reliable service. By streamlining procurement processes and fostering collaboration, the Parts Purchasing Assistant directly impacts the company’s ability to meet its operational and strategic objectives.

Duties and Responsibilities:

• Customer Service & Internal Support:
  • Assist mechanics and drivers at the parts counter, ensuring they have the necessary supplies and tools to complete their tasks efficiently.
  • Respond promptly and professionally to internal requests regarding parts availability, delivery timelines, and special orders.
  • Collaborate with team members to prioritize and support ongoing repairs, maintenance tasks, and emergency breakdowns.
  • Provide accurate and detailed information to mechanics, drivers, and supervisors about parts specifications and compatibility.
  • Address and resolve issues related to delayed or incorrect parts orders to minimize downtime.
  • Conduct follow-ups to ensure internal customers are satisfied with the parts provided and address any concerns.
  • Train internal team members on procurement, and parts request procedures to streamline communication and improve efficiency.
• Inventory Management:
  • Maintain optimal levels of stock, ensuring items are available when needed, including ordering and tracking.
  • Cross-reference and update inventory across warehouse locations, make corrections as needed, and report findings.
  • Conduct periodic physical stock checks and comprehensive inventory audits to identify discrepancies, rectify errors, and adjust stock levels as necessary.
  • Maintain precise and up-to-date inventory records for all parts, supplies, and equipment, ensuring that all data entries are accurate and reflect real-time stock levels.
• Purchasing & Procurement:
  • Research, compare, and negotiate with vendors to obtain the best pricing, quality, and service for parts, tools, and other materials.
  • Purchase inventory and repair parts for equipment, vehicles, and plant maintenance, ensuring timely delivery to minimize operational downtime.
  • Purchase and replace broken tools, maintaining accurate tracking of inventory and transactions as governed by the appropriate collective bargaining agreement.
  • Establish and maintain long-term relationships with key suppliers to ensure reliable sourcing and favorable terms.
  • Develop and implement purchasing strategies to optimize costs, streamline procurement processes, and reduce lead times.
  • Monitor and manage backorders, proactively communicating with vendors and internal teams to minimize delays.
  • Maintain an up-to-date database of approved vendors, price lists, and purchase agreements for easy reference and efficient procurement.
  • Collaborate with department heads and supervisors to anticipate and forecast parts and supply needs based on project timelines and maintenance schedules.
  • Ensure proper documentation of purchase orders, receipts, and invoices, reconciling any discrepancies promptly.
  • Stay updated on industry trends, new technologies, and alternative suppliers to enhance procurement decision-making.
• Freight Handling & Delivery:
  • Receive, unload, inspect, and verify condition of delivered parts and equipment, to include operating a forklift.
  • Ensure accurate tracking of received freight, including core returns, credits, and packing slips.
  • Fill in for and preform duties of Parts Clerk as needed.
• Parts Room Maintenance:
  • Keep the parts room clean and organized by conducting regular cleaning and organizational projects.
  • Ensure a safe and healthful work environment at all times.
• Administrative & Reporting:
  • Assist with year-end inventory counting and reports.
  • Produce reports as required by the Parts Purchasing Manager.
  • Engrave tools and equipment with company initials for identification.
• Safety & Compliance:
  • Valid driver’s license with a clean and insurable driving record.
  • Ensure adherence to safety procedures, including wearing appropriate personal protective equipment and maintaining safety standards.

Qualifications:

• Education:
• High school diploma or equivalent required.
• Experience:
• Minimum 3 years of experience in MRO purchasing preferred.
• Minimum 3 years in supervisory role preferred.
• Proven experience in negotiating pricing with vendors.
• Forklift operation experience a plus.
• Strong computer and office technology proficiency, including Microsoft Office products.

• Skills:
• Strong attention to safety and the ability to work in a team environment.
• Ability to follow instructions and communicate effectively with customers and team members.
• Skilled in procurement, inventory management and negotiating with vendors.
• Strong organizational and multitasking skills with attention to detail.

Working Conditions:

• Occasional travel between various company locations and vendor sites.
• Required to work indoors in an office, in warehouse or shop environment.
• Exposure to outdoor working conditions, including inclement weather, as required.

Physical Requirements:

• Regularly lift and carry items weighing up to 60 pounds; occasionally lift and move heavier items with assistance or specialized equipment.
• Frequently perform physical tasks such as lifting items above head height, climbing in and out of pickup truck beds, and maneuvering in tight spaces.
• Perform repetitive motions, including reaching, grabbing, and holding objects for extended periods.
• Work on uneven or rough terrain, requiring balance and coordination.
• Frequently stoop, crouch, kneel, and crawl to access or secure items.
• Maintain the physical stamina to perform continuous loading, unloading, and driving throughout the day.
• Use proper ergonomic techniques and lifting practices to prevent injury during physical tasks.
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This description is not intended to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with this job. It is intended to be an accurate reflection of the principle job elements essential for making employment decisions. Duties associated with this job and the corresponding job specification may be changed at any time to accommodate Company business needs.

As part of our hiring process, all candidates are subject to a comprehensive background check. Please note that our company maintains a strict policy regarding certain convictions. Applicants with a DUI or felony conviction may not meet eligibility requirements for employment in this position.