Parts Administrative Assistant

Parts Administrative Assistant

The Parts Administrative Assistant will perform a wide range of office support activities to facilitate the efficient operation of the Parts Department.

Essential Functions:

• Manages and maintains the workflow actions for AP projects in the FileBound system.
• Invoice Coding in FileBound.
• Uploading packing slips and supporting documentation in FileBound.
• Uploading purchase orders in FileBound.
• Manages and maintains workflow actions for AR projects in the FileBound system.
• Reconciles credit memos with T21039 Parts Return work orders.
• Uploads T21039 Parts Return work orders into FileBound.
• Credit memo account coding in FileBound.
• Assists with parts billing; reviews work orders to ensure parts charged out.
• Cashiering; collects money and processes credit cards.
• Balances cash box daily
• Weekly cash box deposit
• Monitors and tracks return to vendors ensuring credit is given.
• Assist Accounts Receivables' by providing invoice backup and PODs upon request.
• Maintain office supply inventories.
• Maintains records of customers' orders and invoices along with backup documentation.
• Communicate with customers about order status.
• Notifies retail and will call customers of order arrival.
• Communicates with dispatch and CSS about service customer order status.
• General clerical duties include photocopying, faxing and mailing.
• Assists the Parts Manager with timekeeping and payroll.
• Maintains hard copy filing system.
• Parts invoices
• Parts will call picking tickets
• Inventory transfer receipts
• Distribution of inner office documents.
• Sends truck stock inventories to service techs.
• Assists the Parts Manager with Tier II submission
• Assists the Operations Managers with ASEC guidelines and procedures.
• Assists the Parts Manager with weekly and monthly reporting.

Qualifications:

• Previous experience in admin, office, or clerical positions preferred.
• Accounts Payable and Accounts Receivable experience preferred but not required.
• Basic understanding of accounting.
• Ability to follow directions and adhere to policies and procedures.
• Neat and well organized.
• Cashier, cash and credit card reconciliation experience preferred.
• Willing to work overtime as needed.
• Candidates must possess basic math skills.
• Have a basic understanding of hard copy filing systems.
• Basic understanding of electronic filing systems.
• Customer service oriented.
• Basic understanding of Microsoft Access, Excel, Word, and Outlook.

Typical Physical Activity and Environmental Conditions:

Physical Demands/Requirements consist of standing, walking, sitting, talking on the phone, occasionally lifting up to 25 lbs., stooping, typing, fine dexterity, hearing and speaking. Indoor offices.

The Parts Administrative Assistant must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately, and without causing significant safety threat to self or others.