Automotive Parts Administrative Assistant

About the role

The Automotive Parts Administrative Assistant supports the Parts Department by providing administrative, clerical, inventory, and accounting support. The role involves working closely with the Parts Manager, vendors, customers, and other dealership departments to ensure accurate recordkeeping, efficient processes, and outstanding customer service.

Responsibilities

• Maintain accurate department records, files, and documentation
• Process and reconcile invoices, credits, purchase orders, and vendor statements
• Prepare reports, spreadsheets, and departmental correspondence
• Enter and maintain information within dealership management systems
• Aid in payroll reporting, scheduling, and other administrative functions
• Assist with inventory control and recordkeeping
• Enter and update inventory information accurately
• Process returns, vendor credits, and warranty documentation
• Verify receiving paperwork and assist with inventory reconciliation
• Support annual and periodic inventory counts
• Answer incoming department calls and direct inquiries appropriately
• Assist internal and external customers with general parts-related questions
• Communicate with vendors regarding orders, pricing discrepancies, returns, and credits
• Cook up with Service, Sales, Body Shop, and Accounting departments to support efficient operations
• Verify invoice accuracy and ensure proper expense coding
• Aid in accounts payable and receivable functions related to parts transactions
• Maintain documentation for audits and accounting reviews
• Research and resolve billing, inventory, and vendor account discrepancies
• Maintain confidentiality of company, employee, and customer information
• Follow dealership policies, procedures, and safety guidelines
• Maintain a clean, organized, and professional work environment
• Attend meetings and training sessions as required
• Perform additional duties as assigned

Requirements

• High School Diploma or GED required
• Associate degree in Business Administration, Accounting, or a related field preferred
• Previous administrative or office experience required
• Automotive dealership or Parts Department experience preferred
• Strong organizational and time-management skills
• Excellent attention to detail and accuracy
• Proficiency with Microsoft Office, including Word, Excel, and Outlook
• Ability to learn dealership management software
• Strong verbal and written communication skills
• Ability to maintain confidentiality and professionalism
• Strong customer service and interpersonal skills
• Ability to prioritize tasks and manage multiple responsibilities
• Ability to work independently and as part of a team

Physical Requirements

• Ability to sit, stand, and walk throughout the workday
• Frequent use of computers, telephones, and office equipment
• Ability to occasionally lift and move items weighing up to 25 pounds
• Ability to communicate effectively in person, by phone, and electronically

Pre-Employment Requirements

• Pre-Employment Drug Screen
• Background Check