Inventory Coordinator

3 days ago


Edinburgh, Edinburgh, United Kingdom Menzies Aviation Full time

Job Summary

We are seeking a highly organized and detail-oriented Inventory Clerk to join our team at Menzies Aviation. As an Inventory Clerk, you will be responsible for managing fuel inventory, coordinating with external customers and vendors, and ensuring timely and accurate receipt of fuel into our systems.

Key Responsibilities

  1. Compile and sort documents, such as truck sheets, fuel tickets, bill of lading, and unit physical reports to substantiate business transactions.
  2. Perform a lead role in timely and accurate receipt of fuel into FIMS, entering daily ending inventories, and generating close reports.
  3. Key transactions into FIMS and reconcile QT transactions and reports.
  4. Verify and post details of business transactions, such as product receipts and disbursements.
  5. Compute and record variances and post adjustments to inventory accounts.
  6. Reconcile inventory accounts.
  7. Interface with external customers and vendors regarding fuel transactions.
  8. Interface with internal department managers and supervisors to verify daily operations and transactions.
  9. Perform all tasks associated with accounts payable, maintaining vendor files, processing invoices, and entering into the billing system for prompt payment.
  10. Maintain account billing files.
  11. Handle accounts receivable transactions and maintain accurate accounting.
  12. Achieve accuracy of fuel ticket entry, with no re-entry required and no unaccounted variances.
  13. Enter fuel BOL receipts completed according to local deadlines.
  14. Perform other duties as assigned.

Customers and Stakeholders

  1. Coordinate with IP agents to ensure fuel tickets are collected and ready to be entered on-time. This will involve diligence of following up in instances of missed or illegible tickets and ensuring fuel staff understand the importance of timely and legible submission of tickets.
  2. Coordinate with the Accounting Manager and Operations Manager to ensure fuel BOL receipts and fuel farm-related paperwork is collected and processed.
  3. Coordinate with the Accounting Manager regarding any non-finance activity and ensuring coverage of activity is available during planned absences.
  4. Assist responding to fuel-related queries from customers.
  5. Assist with monthly billing activities, including balancing the gallons for all customers, and reconciling the monthly billing to the M&O customers.
  6. Enter all invoices into the billing system, and distribution to the customers.
  7. Review all fuel entries weekly to ensure data is accurate.
  8. Weekly (if not more frequent) balancing with customers.
  9. Relationship maintained with key station operations staff, ensuring smooth information flow.
  10. Continual improvement in collection of fuel-tickets and reduced level of follow-ups required.
  11. Ensure month-end is completed timely and with utmost accuracy. This includes journal entries, review of customer flights and inventory, completing final balancing, and report submission.

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