Receiving & Purchasing Assistant

Duties And Responsibilities (including But Not Limited To)

• Receive daily UPS, FedEx, and other package deliveries, along with larger freight shipments several times per week
• Unload, move, and stage incoming material using a pallet jack, forklift, or other material-handling equipment after completing the required training
• Open incoming shipments and compare the contents with purchase orders, packing slips, invoices, and other paperwork
• Check part numbers, quantities, condition, and required documentation or certification before completing the receiving process
• Identify damaged items, shortages, incorrect parts, or missing paperwork, and work with the right person to get the issue corrected
• Scan receiving paperwork and attach it to the correct purchase order and line item in the company ERP system
• Enter receiving information accurately, including quantities, dates, inventory locations, and other required details
• Label, organize, stage, and put away parts and materials in the correct inventory locations
• Keep the receiving area clean and organized, and make sure urgent or priority material gets to the right department
• Help with cycle counts, investigate inventory differences, and locate parts or materials when needed
• Help process returns, exchanges, warranty items, and problems with vendor shipments
• Help create and process basic purchase orders with guidance from the purchasing team
• Follow up on open purchase orders to check order status, expected delivery dates, backorders, and shipping information
• Communicate with vendors and other departments to gather information and keep orders moving
• Keep receiving and purchasing records organized, both electronically and on paper
• Help accounting match purchase orders, packing slips, receiving records, and invoices when questions come up
• Work with warehouse, maintenance, engineering, operations, and purchasing personnel to help make sure needed materials are available
• Help with other purchasing, vendor, inventory, and documentation tasks as assigned

  Requirements

  • Attention to Detail: Carefully checks part numbers, quantities, condition, paperwork, and system entries
  • Dependability and Work Ethic: Shows up ready to work, follows through, and takes responsibility for assigned tasks
  • Ability to Learn: Can learn new procedures, software, part terminology, and documentation requirements with training
  • Organization: Keeps paperwork, electronic records, inventory locations, and work areas accurate and orderly
  • Basic Computer Skills: Comfortable using email, Microsoft Office, scanners, and data-entry systems, and able to learn the company ERP system
  • Communication and Teamwork: Communicates clearly, works well with others, and is willing to help with warehouse priorities as needed
  • Problem-Solving: Notices when something does not look right, asks questions, and helps get the issue fixed
  • Time Management: Keeps up with daily deliveries, receiving entries, follow-up work, and changing priorities
  • Safety Awareness: Uses good judgment when handling packages, freight, tools, and material-handling equipment