Parts Purchasing Administrator

Job Description

Job Description

At TransChicago Truck Group, we keep the trucks and people that power our economy rolling. We’re a full-service commercial truck dealership representing Freightliner and Western Star by providing sales, service, and parts for the trucks that keep goods on the road. We’re a family-owned, fast-growing dealership group that values curiosity, teamwork, and growth. If you’re the kind of person who likes to learn by doing and see the impact of your work every day, you’ve found the right spot.

We're searching for a Parts Administrator for our Purchasing team who will be responsible for sourcing and securing parts for our internal inventory utilizing all available channels. This person will expedite stock orders and transfer requests, communicate order status with internal teams, and identify cross-references and substitutions when needed. They will also ensure accurate data updates in the DMS to support real-time inventory visibility and efficient parts operations. This role will be fully onsite at our Corporate Warehouse in Elmhurst.

Essential Functions & Responsibilities:

• Monitor, prioritize, and respond to purchasing communications and shared inboxes, determining appropriate action based on urgency, branch need, and operation impact.
• Review and analyze sales metrics, stock levels, RimPro data and other reports to determine appropriate stock part orders for warehouse and branch locations.
• Ensure accuracy of pricing, pack quantities, ship-to addresses, and vendor order details when placing or adjusting orders; make necessary updates in Procede to support accurate purchasing and inventory records.
• Serve as a liaison between vendors, branches, warehouse teams, and internal departments regarding order status, shipment timelines, discrepancies, purchase adjustments, and special-order requirements.
• Evaluate inventory levels across locations using sales metrics, stock levels, and other data and initiate stock transfers from warehouse to branches as needed.
• Generate, review, and submit daily stock and customer orders according to established schedules, resolving issues related to availability, pricing, estimated delivery dates, additional charges, substitutions, or vendor constraints.
• Review stock backorders and determine appropriate follow-up action, including cancellations, escalations, vendor communication, or branch notifications.
• Verify and approve orders in RimPro, including stock transfers, redistributions, and manual PDC orders.
• Research and resolve vendor order issues, including cancellations, ship dates, backorders, pricing discrepancies, freight charges, pack quantity differences, and delivery concerns.
• Reconcile OEM invoices, identify discrepancies, and coordinate resolution with branch managers, vendors, or internal accounting contacts as needed.
• Monitor purchase orders in Procede with purchase lines and verify posting eligibility by reviewing vendor websites, shipment tracking, order status, vendor adjustments, and related documentation.
• Identify recurring purchasing, inventory, vendor, or system issues and recommend process improvements to improve accuracy, efficiency, availability, and cost control.
• Partner with the Inventory team and branch locations to support the annual physical inventory process.
• Provide back-up to Inventory team as needed.
• Other duties as assigned

Education and/or required experience:

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

Compensation & Benefits:

• Compensation: $22-28/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: We also offer a variety of other benefits including an Employee Assistance Program (EAP), Accident Coverage, Critical Illness, Cancer Insurance, Pet Insurance, and Identity Theft Insurance

TransChicago Truck Group is committed to a diverse and inclusive workplace. TransChicago is an equal opportunity employer and does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

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