Parts Department Administrator

About the Role

We are seeking a dependable and organized Parts Department Administrator to support the day-to-day administrative operations of our parts department. The ideal candidate is detail-oriented, comfortable working with numbers and computer systems, and able to manage multiple priorities in a fast-paced environment.

Responsibilities

• Create, process, and maintain purchase orders for parts and supplies.
• Prepare and process customer and internal invoices accurately and in a timely manner.
• Enter and maintain parts, vendor, pricing, and inventory information in the company system.
• Match purchase orders, invoices, and receiving documents to ensure accuracy.
• Communicate with vendors regarding orders, pricing, availability, and delivery status.
• Assist with tracking incoming and outgoing parts.
• Maintain organized records of purchase orders, invoices, receipts, and vendor information.
• Assist the Parts Manager with inventory counts, reconciliations, and administrative tasks.
• Monitor outstanding purchase orders and follow up on backordered or delayed parts.
• Help resolve discrepancies involving pricing, quantities, invoices, and deliveries.
• Provide administrative support to the parts counter and service departments as needed.
• Maintain confidentiality and accuracy of company and customer information.

Requirements

• Previous administrative, parts, automotive, equipment, dealership, or inventory experience preferred.
• Experience with invoicing and purchase orders.
• Strong computer and data-entry skills.
• Good working knowledge of Microsoft Office, particularly Excel and Outlook.
• Excellent attention to detail and organizational skills.
• Strong communication and customer service skills.
• Ability to work independently and prioritize multiple tasks.
• Comfortable working with numbers, pricing, and financial documentation.

Preferred Skills

• Experience with a dealership, automotive, truck, equipment, or manufacturing parts department.
• Familiarity with parts-management or ERP/inventory software.
• Experience working with vendors and purchase orders.
• Basic understanding of inventory control and accounting procedures.

Schedule

Full-Time, 8am to 4pm

Pay

$15 to $20 per hour

Benefits

• Competitive pay
• Health, Dental, and Vision benefits
• Paid time off
• 401(k) or retirement plan
• Employee discounts