Job Overview

Our client is seeking a Parts Procurement Assistant to take complete ownership of the daily order cycle and keep their fleet of buses rolling. In this fully remote, desk-based role, you will work closely with the Purchasing Manager and Texas and California shop teams to turn technicians' requests into accurate orders, code and file vendor invoices, and maintain seamless vendor relationships. If you thrive in a fast-paced environment where detail-oriented paperwork meets confident daily communication, this is the perfect opportunity to become a vital backbone of their operations. 

Schedule: Remote, Part Time | Monday - Friday, 9:00 AM - 1:00 PM US Central Time / 10:00 PM - 2:00 AM PHT (20 work hours per week)

Note: During training (3 months) 9:00 AM – 1:00 PM US Central Time (10:00 PM – 2:00 AM PHT).  After training 11:00 AM – 3:00 PM US Central Time. Hours are fixed to US Central Time year-round, so local times shift by one hour in March and November due to daylight saving time.

Responsibilities:

Paperwork and records — the core of the job:

• Enter vendor invoices into Fullbay, the shop management system, against the purchase order or service order they belong to
• Create purchase orders in Fullbay from vendor quotes and order confirmations
• Code and stamp every invoice: account, class, location and customer or project, plus the service order, action item and vehicle number
• File stamped invoices to shared Google Drive folders under a strict naming convention, so any invoice can be found again months later
• Read technicians’ handwritten parts requisition forms — usually sent as photographs — and turn them into orders
• Check that every part ordered landed on the right service order and action item, and flag it when it did not
• Send a short end-of-shift summary of what you processed

On the phone with US vendors — several times a week:

• Call to check pricing and availability before an order goes out
• Place orders by phone and confirm what was ordered, at what price, and when it arrives
• Chase open and backordered orders for revised shipping dates, and keep those dates on the shared parts calendar
• Sort out wrong, damaged or short-shipped parts — return authorisations, replacements, and chasing the credit until it appears

Tools used: Fullbay, Google Workspace (Gmail, Drive, Sheets), Slack, and VoIP software (provided). A large part of the work involves PDF documents — opening them, reading figures off them, renaming and filing them.

Requirements:

• Clear, confident spoken English. You will be on the phone with American vendors every week, asking direct questions and politely pushing until you get a real answer. This is not a silent back-office role.
• Strong computer skills. Comfortable in web-based software and quick to pick up new systems. Most of the work lives in a browser.
• Genuinely detail-oriented with numbers and paperwork. Small errors get expensive fast — a part number off by one digit puts the wrong component on a bus.
• Organised and self-directed. You can keep several open threads running without dropping one, and you follow up without being reminded.
• Reliable availability on a US schedule.

Qualifications:

• Comfort working with PDF documents — splitting, combining, renaming, reading data off them
• Previous parts, purchasing, bookkeeping or accounts payable experience
• Familiarity with a shop management, ERP or inventory system
• Any background with trucks, buses, automotive or heavy equipment

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.