Parts Administrator

Primary Responsibilities

• Billing & Invoicing:
  • Complete weekly and monthly invoicing for all parts orders.
  • Prepare end-of-month billing reports and assist with month-end close tasks.
  • Process credit memos, maintain the credit memo log, and submit requests per company policy.
  • Identify billing issues and resolve discrepancies within NetSuite.
• Collections:
  • Manage collections for all parts invoices to ensure timely payment.
  • Contact customers regarding outstanding balances or payment discrepancies.
  • Cook with Accounting to support payment posting and account maintenance.
• Order Processing:
  • Process order entry for all Parts Sales personnel using NetSuite.
  • Review and confirm accuracy of pricing, taxable status, documentation, and PO requirements.
  • Provide customers with order confirmations, tracking information, PODs, and invoice copies.
• RMA & Warranty Processing:
  • Submit, track, and manage all RMA and warranty requests.
  • Communicate status updates to customers and coordinate with vendors.
  • Maintain accurate logs and documentation.
• Reporting & Administrative Support:
  • Run weekly/monthly NetSuite reports to maintain data accuracy.
  • Maintain administrative logs, billing records, and department documentation.
  • Participate in process improvement initiatives as requested.
• Customer Service:
  • Provide timely and professional support to customers and internal teams.
  • Respond to inquiries regarding orders, billing, tracking, and documentation.
• Cross-Department Collaboration:
  • Coordinate with Accounting on billing, credits, and collections.
  • Work with Parts Sales staff to resolve order or documentation issues.
  • Provide general administrative support to Service and Office Administration as needed.

Requirements

• Ability to thrive in a fast-paced environment with multiple priorities.
• High attention to detail, accuracy, and follow-through.
• Strong organizational and communication skills.
• Professional customer service demeanor.
• Proficiency in Microsoft Office and NetSuite ERP.
• Accurate 10-key and strong typing skills.
• Two years of administrative, customer service, billing, or related experience preferred.
• Must pass background screening.

Computer Skills

• Proficient with Microsoft Office.
• Experienced with NetSuite ERP.
• Accurate 10-key and strong typing skills.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

• Operates in a professional office environment.
• Routinely uses standard office equipment such as computers, phones, photocopiers, and scanning systems.
• Occasional organizing or preparing materials may require bending or lifting light items.

Physical Demands

• While performing the duties of this position, the employee is regularly required to talk or hear.
• This is primarily a desk-based role; however, the employee must be able to ascend stairs as needed for office or meeting access.

Position Type & Expected Hours of Work

• This is a full-time position.
• Standard work hours are Monday through Friday, 7:00 a.m. to 4:00 p.m., with a one-hour lunch break.
• Some travel is required, including driving and flights to other offices and/or conferences, seminars, and other business-related events as requested by management.