Parts Clerk

Job purpose

The Parts Clerk is responsible for managing inventory, receiving, and issuing parts and supplies to support both the Maintenance and Accounting departments. This role ensures accurate inventory records, timely parts availability, and proper documentation to support efficient operational and financial workflows.

Duties and responsibilities

• Maintain accurate inventory levels for all parts, equipment, and supplies.
• Process purchase requisitions to create purchase orders.
• Receive incoming shipments, verify accuracy against purchase orders, and inspect for damage.
• Enter receiving information into inventory ERP system.
• Maintain proper documentation with full traceability of all transactions, including packing slips and purchasing documentation.
• Organize parts and supplies in the storage areas, making sure all parts are properly identified and labeled.
• Issue parts to maintenance staff based on work orders or requests.
• Assist maintenance staff in finding parts and researching availability.
• Document all parts usage promptly and record all transactions in the inventory ERP system in accordance with company procedures for accurate job costing and inventory tracking.
• Coordinate with Warehouse staff to maintain organized storage, labeling, and bin locations to ensure availability and accurate retrieval.
• Coordinate with Accounting staff to create and maintain accurate vendor files.
• Assist Accounting staff with reconciliation of purchase orders, invoices, and inventory variance reports.
• Create new parts in the inventory management system.
• Perform regular stock checks and investigate and resolve variances promptly.
• Assist with periodic physical inventory audits.

Qualifications

• High school diploma or equivalent.
• 2-3 years of consistent work experience.
• Experience in inventory management strongly preferred.
• Familiarity with inventory management software.
• Excellent attention to detail.

Working conditions

• This role typically operates in an office environment but may require travel to maintenance shops, production facilities, and warehouses.
• The position may involve occasional long hours to meet deadlines and manage peak periods.
• Must be able to work any/all shifts as assigned or required.
• Must be able to work overtime as necessary, including holidays and/or weekends as required.

Physical requirements

• Occasional lifting up to 50 lbs when verifying physical inventory.
• Standing or walking for extended periods during on-site audits or cycle counts.
• Compliance with safety gear requirements