Parts Purchasing Manager
Breeze Coach Leasing Inc. is seeking a detail-oriented and organized Parts Purchasing Manager to manage parts purchasing, inventory, work orders, vendor accounts, and shop billing for our motor coach fleet and maintenance operations.
This position is responsible for researching and sourcing parts, maintaining accurate stock room inventory, coordinating purchases and deliveries, processing parts through work orders, reconciling purchasing records, and assisting with billing for outside repair work. The ideal candidate is comfortable working with computers and accounting software, highly organized, and able to manage multiple priorities in a fast-paced fleet maintenance environment.
Key Responsibilities
Parts Purchasing & Research
- Research, identify, and source parts for our motor coach and vehicle fleet.
- Work with shop personnel to determine parts requirements for repairs and maintenance.
- Locate parts through vendor websites, catalogs, online resources, and supplier contacts.
- Compare pricing, availability, and delivery times to determine the best purchasing options.
- Place and track purchase orders with parts suppliers and vendors.
- Follow up on backorders, delayed shipments, incorrect parts, and order discrepancies.
- Maintain professional working relationships with vendors and parts suppliers.
Inventory & Stock Room Management
- Maintain an organized and accurate stock room for vehicle parts, supplies, and shop materials.
- Receive and organize incoming parts and deliveries.
- Maintain accurate inventory counts and conduct periodic physical inventory counts.
- Monitor commonly used parts and supplies and communicate replenishment needs.
- Ensure parts are properly identified, stored, and accounted for.
- Maintain accurate records of parts issued to technicians and shop personnel.
Work Orders & Parts Tracking
- Maintain and update work orders related to vehicle repairs and maintenance.
- Record parts used on individual work orders and ensure accurate documentation.
- Manage the process of parts being issued across the parts counter or service desk.
- Ensure parts handed out for repairs are properly documented and signed for.
- Track parts usage and ensure costs are properly assigned to the appropriate vehicle or work order.
- Work closely with shop personnel to ensure parts and work order records remain accurate and complete.
Purchasing & Accounting Reconciliation
- Reconcile purchase orders against parts and deliveries received.
- Verify that quantities and items received match purchase orders and vendor invoices.
- Review vendor invoices for accuracy and resolve discrepancies when necessary.
- Reconcile purchases and invoices against vendor account statements.
- Work with accounting to ensure purchases are properly documented and processed.
- Utilize QuickBooks to assist with purchasing records, vendor accounts, and financial reconciliation.
Outside Repair & Shop Billing
- Prepare and process billing for shop labor, parts, and services provided for outside vehicles and customers.
- Ensure parts and materials used on outside repair work are accurately documented and billed.
- Review completed work orders for accuracy prior to billing.
- Coordinate with accounting and management regarding outside repair invoices and customer accounts.
Administrative & Computer Responsibilities
- Utilize Windows-based computer systems and Microsoft Office programs, including Excel, Word, and Outlook, to manage purchasing, inventory, work orders, correspondence, and records.
- Utilize QuickBooks for purchasing, vendor account management, reconciliation, and related accounting tasks.
- Maintain organized digital and physical records.
- Communicate with vendors, shop personnel, management, and accounting regarding parts, purchases, deliveries, and billing.
- Perform other duties related to parts, purchasing, inventory, and shop operations as assigned.
Qualifications
- Previous experience in parts purchasing, inventory management, procurement, fleet maintenance, or a related field preferred.
- Experience with automotive, heavy-duty truck, diesel, bus, or motor coach parts is highly preferred.
- Strong computer skills and proficiency with Microsoft Excel, Word, Outlook, and Windows.
- Experience with QuickBooks or similar accounting software preferred.
- Strong organizational skills and attention to detail.
- Ability to accurately maintain inventory and purchasing records.
- Ability to manage multiple purchase orders, deliveries, work orders, and vendor accounts simultaneously.
- Strong communication and vendor relationship skills.
- Ability to research and identify parts using vendor systems, catalogs, and online resources.
- Ability to work independently and take ownership of assigned responsibilities.
- Strong math and reconciliation skills.
- Dependable, organized, and able to follow through on tasks from beginning to completion.
Preferred Experience
- Parts purchasing or parts counter experience.
- Fleet, automotive, heavy-duty truck, diesel, bus, or motor coach experience.
- Experience with inventory management and physical inventory counts.
- Experience processing work orders and tracking parts used for repairs.
- Experience reconciling purchase orders, invoices, and vendor statements.
- Experience billing customers for parts, labor, and repair services.
- QuickBooks experience.
Position Expectations
The Parts Purchasing Manager is an important part of keeping our fleet and shop operations running efficiently. The successful candidate will be responsible for ensuring that the right parts are identified, sourced, purchased, received, tracked, and properly accounted for.
This position requires a high level of organization and attention to detail, as well as the ability to communicate effectively with vendors, technicians, shop personnel, management, and accounting. The ideal candidate will take ownership of the entire purchasing and parts process while maintaining accurate inventory, work order, and financial records.
Pay: From $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Opportunities for advancement
- Paid time off
- Vision insurance
Work Location: In person
