Parts Administrator I

Parts Administrator I

The Parts Administrator I provides essential support to AAON's customer service and warranty operations by managing parts orders, returns, and warranty claims. This role serves as a key liaison between AAON representatives, customers, vendors, and internal departments to ensure accurate processing and timely communication. The position contributes to customer satisfaction by resolving issues efficiently and maintaining detailed records of transactions. It plays a vital role in supporting the overall success of AAON's aftermarket and service operations.

Primary Duties

The Parts Administrator I is responsible for processing parts orders, managing customer inquiries, and coordinating with internal and external stakeholders to ensure smooth parts operations. This role requires strong communication skills, attention to detail, and the ability to manage multiple administrative tasks in a fast-paced environment.

Primary duties may include, but are not limited to:

• Processes daily parts orders, adjustments, and debits with accuracy and timeliness.
• Responds to customer inquiries regarding freight claims, credit issues, lead times, and part identification.
• Prepares shipping documentation for air freight and print packing lists for the shipping department.
• Operates credit card processing equipment and maintains transaction records.
• Communicate with vendors, representatives, production, purchasing, and accounting to resolve order issues.
• Maintains customer satisfaction by investigating concerns and implementing corrective actions.
• Orders office supplies and manages stock order clearances.
• Assists with training new team members and supports cross-functional collaboration.
• Keeps management informed of account status and order progress.
• Performs other duties as assigned.

Job Requirements

Education and Experience Requirements:

• Requires a high school diploma or GED; 2+ years of experience in customer service, administrative support, or parts coordination in a manufacturing or construction-related environment; or any combination of education and experience, which would provide an equivalent background.
• Experience in wholesale parts, HVAC, or construction industries preferred.
• HVAC training or technical coursework preferred.

Knowledge, Skills, and Abilities:

• Strong customer service and communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Accurate data entry and documentation skills.
• Ability to work independently and as part of a team.
• Familiarity with parts identification and order processing procedures.

Essential Mental and Physical Functions:

• This role requires mental focus, organizational ability, and the capacity to manage administrative tasks in a fast-paced environment. The Parts Administrator I must be able to communicate clearly, solve problems efficiently, and maintain professionalism under pressure.
• Frequent sitting, typing, and use of office equipment.
• Occasional standing, walking, and lifting of office supplies or documents.
• Ability to lift up to 25 lbs. occasionally.
• Ability to remain focused and organized while handling multiple customer requests and administrative tasks.

Work Environment:

Parts Administrators at AAON work in a professional office environment with regular interaction across departments and with external partners. The role requires attention to detail, adherence to procedures, and a commitment to customer satisfaction.

• Perform all tasks on-site.
• Work in a climate-controlled office setting with occasional visits to the warehouse or production floor.
• Regular interaction with customer service, shipping, warranty, and sales teams.
• Use of personal protective equipment (PPE) as required when visiting production areas.
• This role is classified as a Safety Sensitive Position, requiring heightened awareness and adherence to all safety protocols to ensure a secure work environment.