Parts Administrator

We’re a full-service commercial truck dealership representing Freightliner and Western Star, providing sales, service, and parts for the trucks that keep goods on the road. As a family-owned, fast-growing dealership group, we value curiosity, teamwork, and growth. If you thrive in a hands-on environment and want to see the daily impact of your work, this role is for you.

About the role

We're searching for a Parts Administrator for our Purchasing team. This role involves sourcing and securing parts for our internal inventory using all available channels. You’ll expedite stock orders and transfer requests, communicate order status with internal teams, and identify cross-references and substitutions when needed. The position ensures accurate data updates in the DMS to support real-time inventory visibility and efficient parts operations. This role is fully onsite at our Corporate Warehouse in Elmhurst.

Responsibilities

• Process stock parts orders for warehouses at all locations, based on sales metrics, stock levels, and available manufacturer & industry data (e.g., RIMpro).
• Create stock transfers from Warehouse to branches as needed, based on available metrics, stock levels, and available data.
• Generate, review, and submit daily stock and customer orders per schedule and communicate with branches on issues, ETA, additional charges, etc.
• Review all stock backorders, revising as necessary—communicate with vendors on cancellations/ship dates/ETAs.
• Review/approve orders in manufacturer inventory and ordering system (RIMpro).
• Assist with yearly Physical Inventory Process.
• Communicate internally on order status updates through request and tracking systems.
• Provide back-up to Inventory team as needed.
• Balance Freightliner invoices and communicate discrepancies to branch managers.
• Monitor and verify validity of any POs in Procede (ERP/DMS system) with purchase lines that can be posted per vendor website/tracking/status/adjustments.
• Verify accurate pricing/pack QTYs/ship addresses when placing orders and editing info in ERP/DMS system as appropriate.
• Monitor and respond to Parts Admin inbox.
• Other duties as assigned.

Requirements

• High school diploma or GED or equivalent required; Bachelor’s degree preferred.
• Minimum 2 years of purchasing experience.
• Must be detail oriented.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office including Excel, Word, and Outlook.

Pay

$22-25/hr. Hourly rate will be determined based on experience, competencies, certifications, and education.

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Life and AD&D Insurance
• Disability Insurance
• Flexible Spending Account (FSA)
• 401(k) with company match
• Paid Time Off (PTO)
• Paid Sick Time
• Paid Holidays
• Additional voluntary benefits: Employee Assistance Program (EAP), Accident Coverage, Critical Illness, Cancer Insurance, Pet Insurance, and Identity Theft Insurance.