Office Purchaser/inventory/ Billing Assistant

1 month ago

Burnaby, Canada Beatty Floors Ltd Full time

Beatty Floors, founded by Fred Beatty, has been supplying full-service commercial flooring in the Vancouver Lower Mainland since 1929. We have always been committed to ensure complete customer satisfaction from the beginning to the end of each project. Beatty Floors has the expertise from conception, design, floor preparation and finally skilled installation with a commitment to budgets and timelines.

Beatty Floors is currently hiring an **Office Purchaser/Inventory/ Billing Assistant** to join the team the position is intended for an individual who has had exposure in a warehouse. Someone who is very comfortable with technology, has a great handle of MS Office and can handle a busy environment. An individual who is a team player, problem solver, detail oriented, proactive with daily tasks. Being pro-active by seeking out better ways to increase productivity and reduce errors.

The assistant will work closely with the Production Manager, Purchaser, Warehouse Manager as well as Production Administrator and Controller.

**Office Purchaser/Inventory/ Billing Assistant**

Duties and responsibilities include but are not limited to the following:
**Assist with Billing/Costing duties**:

- Issuing invoices within 2 days of return from the account managers.
- Ordering supplies for the company
- Other miscellaneous tasks to ensure smooth flow of daily operations.
- Deliver all materials in Job Runner on daily bases. Accept daily labor.
- Make sure circled materials on work order are on the job, if not add, allocate and deliver.
- Interim Costing: Ensure material from “white sheets”/Ipads is assigned and delivered from the previous day.
- Work closely with the purchaser to ensure inventory is available, returns are handled.
- Analyze and respond to costing requirements from A/M
- Add additional W/O (subcon invoices, McCranns, travel, parking, disposal, equipment, ext.)
- Add additional miscellanies items - (sandpaper, garbage bags, masking tape ext.)
- Ensure the UPC % reflects the size of the job.
- Comparing budgets with actual expenses. Pull reports from Job costing module for efficiency.
- Vendor Status Report, Vendor Discount Report
- Installer/Trucker/Subcon Labour Summary Report
- About the middle of the month, reconcile Starnet/Starworx entries online.
- Calculate & process Floor layers Union Dues Payable, Calculate & process PST & GST Payable
- Process Corporate Tax Payable for the month.

**Inventory/Purchaser Assistant**
- Verifies accurate inventory levels, recording inventory of materials and products in accordance with inventory cycles.
- Timely placing of new orders, receiving confirmation of the orders and following up/monitoring until the order arrives in at the distributor or our warehouse.
- Expedite ordered goods as required to ensure timely arrival and communicate back to project/account managers
- Follow up with vendor/manufacturer to secure the date of manufactured, shipping and to determine the estimated arrival of manufactured goods.
- Once arrival notice has been confirmed, write up tags/slips (as required) to ensure goods are received in a timely manner,
- Create and assign BIN locations for inventory
- Receive goods into the inventory system.
- From suppliers’ packing lists, receive goods into the inventory system.
- Document and finalize freight damage claims.
- Administer damage, shortage and/or flaw claims for materials that do not meet the ordered requirements.
- This would entail segregating materials for inspection by suppliers, preparing appropriate photo documentation and making final adjustments to the inventory.
- Record and administer rolled good cuts and or per-piece materials required on project.
- Maintain in and out material inventory records and enter white sheet numbers to appropriate jobs in record system.
- Compare actual receipts to invoiced quantities to ensure correct payments are made to suppliers. Match supplier packing slips with purchase orders (PO’s)
- When goods arrive for a job which does not use a specified start date, inform the appropriate salesperson that the inventory is available, and the job can/should be scheduled.
- Help monitor and order sundries as required in cost efficient manner.
- With Warehouse Manager, sample and measure stock rolls and roll ends as required for sales.
- Conduct spot counts to ensure inventory and sundry quantities in the system are accurate.
- Help conduct cycle counts of quarterly inventory counts and report to Controller
- Supply management, accounting and sales reports as required.
- Physically verify sundries inventory to ensure adequate supply on hand.
- Write up TAGS for corresponding jobs, must include Job name, Name of supplier, Job number, and Work order number.
- Communicate with disposal company to do bin pick up and drop off here and on job sites.
- Deliver jobs in the system, add materials, assign and deliver.
- Verify quantities, pricing, special pricing programs.
- Identifying, resolving, and mitigating

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