Receiving & Purchasing Assistant

SUMMARY

The Receiving & Purchasing Assistant supports the daily movement of parts, materials, and supplies through the BFS warehouse. Most of the job involves receiving packages and freight, checking parts and paperwork, entering the information into our ERP system, and putting materials into inventory. The position also helps with basic purchasing and purchase-order follow-up. This is a hands-on, entry-level role for someone who is dependable, pays attention to details, learns quickly, and works well with others. Aviation, purchasing, or ERP experience is helpful, but it is not required.

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.

• Follow company procedures, safety requirements, and documentation standards for aviation parts and regulated work.

• Help with other purchasing, vendor, inventory, and documentation tasks as assigned.

Requirements

SKILLS AND ABILITIES (MINIMUM)

• 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.

EDUCATION and/or EXPERIENCE

• High school diploma or equivalent required
• A minimum of one to two years of experience in purchasing, receiving, warehouse, or supply chain operations preferred
• (PREFERRED) Experience in aviation, manufacturing, or regulated environments
• (PREFERRED) Familiarity with ERP systems, procurement software, or inventory management systems

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver’s license required
• US citizenship required

WORK ENVIRONMENT/PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Work performed in an office, warehouse and factory settings.
• Exposure to shop environment such as noise, dust, odors and fumes.
•   Occasionally required to lift up to 30-60 lbs.
• Regularly required to sit, stand, bend, reach and move about facilities.
• 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.

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent required.
• Previous experience in receiving, shipping, inventory, warehouse work, purchasing, parts, a retail stockroom, or similar work is preferred.
• Other work experience that shows dependability, accuracy, teamwork, and the ability to learn quickly will also be considered.
• Experience in aviation, manufacturing, maintenance, or another regulated environment is preferred but not required.
• Experience with ERP, purchasing, inventory, or warehouse software is preferred but not required.
• Forklift or pallet-jack experience is preferred. The employee must be able to complete required company training and operate the equipment safely.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver’s license required
• US citizenship required

WORK ENVIRONMENT/PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Work performed in an office, warehouse and factory settings.
• Exposure to shop environment such as noise, dust, odors and fumes.
• Occasionally required to lift up to 30-60 lbs.
• Regularly required to sit, stand, bend, reach and move about facilities.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. Billings Flying Service provides equal employment opportunities to minorities, females, veterans, individuals with disabilities, sexual orientation, and gender identity.

Benefits

Full-time employment with competitive compensation based on experience and credentials.

Medical, dental, and vision insurance. 401(k) with 4.5% company match.

These benefits are available after the initial waiting period.