HTC - Parts Administrator

Department: HOLT Truck (TRUCK) | Employment Type: Full Time | Location: HTT – San Antonio | Reporting To: Rita Munoz

About the Role

The Parts Administrator is responsible for ordering and provisioning parts, maintaining inventory records, processing purchase orders, and handling documentation for parts ordering. The role also oversees daily office services such as reception, filing, and record maintenance, and serves as a primary point of contact for customers both in person and by phone.

Responsibilities

• Place orders for relevant materials and supplies and enter them into the system.
• Serve as the customer point of contact in person and by phone.
• Receive and direct visitors and telephone callers to the appropriate department.
• Assist with parts sourcing from preferred vendors as directed by management.
• Load cross‑references in the business system for direct‑ship and alternate‑source parts.
• Provide supporting documentation for month‑end accruals related to purchasing.
• Cross‑train for posting responsibilities.
• Ensure correct G/L coding on accounts payable before submission to Finance and Accounting.
• Verify that all accounts payable invoices contain accurate PO data before submission.
• Transmit accounts payable invoices to Finance and Accounting.
• Maintain parts information updates (e.g., pricing, supersessions, etc.).
• Assist with printing and creating daily stock orders.
• Maintain regular and punctual attendance.
• Adhere to all safety policies and company standards.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of basic accounting procedures.
• Effective verbal and written communication skills.
• Strong organizational abilities.
• Team‑oriented mindset.
• Proficiency with Microsoft Office, Excel, and Word; experience with Procede dealership business system preferred.
• Attention to detail and self‑motivation.
• Ability to prioritize tasks and manage schedule.
• Excellent interpersonal skills for building relationships across multiple departments.
• Logical troubleshooting capability.
• Ability to work independently and collaboratively.
• Effective influencing abilities.

Requirements

• High school diploma and/or GED required, or equivalent combination of education, training, and experience.
• At least two years of general accounting, clerical, and administrative experience.
• Two years of inventory control or logistics experience preferred.

Physical Requirements

• Frequent communication with others; ability to exchange accurate information.
• Frequent sitting, talking, listening, and use of vision (corrected vision acceptable).
• Occasional walking.
• Use of hands and fingers to operate, handle, or feel objects, tools, or controls.
• Reach with hands and arms.
• Occasionally lift and/or move up to 25 lb.

Work Environment

Works in a fast‑paced professional office environment with unscheduled interruptions. The setting is environmentally controlled, with essential functions performed in close physical proximity to other people.

Travel

Up to, but not limited to, 5 % travel.