Parts Office Administrator

Parts Office AdministratorJob Summary: The Parts Office Administrator is responsible for ordering and provisioning parts, administration of inventory records, purchase orders and documentation for parts ordering. Process all required paperwork, research and respond to order inquiries, and manage orders in the system. Additionally, performs and may provide oversight to the daily operations of office services to include reception, filing, and maintaining records. They are familiar with a variety of office support concepts, practices, and procedures and can perform a variety of administrative tasks.The incumbent in this position is expected to model the following practices daily: Demonstrate alignment with the company's mission and core business values; Collaborate with key internal/external resources; Participate in ongoing self-development.Essential Functions:Models, promotes, reinforces, and rewards the consistent use of HOLT's Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and MissionPlaces orders for relevant materials and supplies and assists with placing all orders in the systemServes as customer point of contact in person and by phone as neededReceives and refers visitors and telephone callers, ensuring these individuals are directed to the proper department with the dealershipConverts PDC product to direct ship and place orders to be shipped direct from the vendor or cross docked from a HOLT warehouseLoads cross references in the business system for direct ship and alternate source partsProvides supporting documentation for month-end accruals related to purchasingCross-trains for posting responsibilitiesEnsures G/L coding is correct on accounts payable prior to submission to Finance and Accounting DepartmentEnsures all accounts payable invoices have a PO in the business system prior to submissionTransmits accounts payable invoices to Finance and Accounting DepartmentResponsible for parts maintenance updates (e.g. pricing, super sessions, etc.) and any other parts information deemed relativeResponsible for printing and creating stock orders dailyRequires regular and punctual employee attendanceWorks safely always and adheres to all applicable safety policies; complies with all company policies, procedures, and standardsPerforms other duties as assigned and fulfill responsibilities as requestedKnowledge, Skills, and Abilities:Knowledge of basic accounting proceduresEffective communication skills and organizational skills requiredSolid planning and organizational skillsStrong communication skills and a team mentality are necessary for successful job performanceProficient at using standard desktop applications such as Microsoft Office, Excel, and Word; ADP/CDK dealership business system experience is preferredAttention to detailSelf-motivated; able to effectively prioritize tasks and organize scheduleExcellent interpersonal skills to establish working relationships with multiple departments and various levels of the organizationEducation and Experience:A high school diploma and/or GED required; or a combination of education, training or experience that provides the required knowledge, skill and abilitiesAt least two years general accounting, clerical, and administrative knowledge requiredTwo years of inventory control or logistics experience preferredSupervisory Responsibilities: NoneTravel: Up to 5%Physical Requirements:This role frequently communicates with others, must be able to exchange accurate information in these situationsThe employee is frequently required to sit, talk, listen and use vision or corrected visionThe employee is occasionally required to walkUse hands and fingers to operate, handle, or feel objects, tools, or controlsReach with hands and arms.Occasionally lift and/or move up to 25 lbs.Specific vision abilities required by this job include close vision and the ability to adjust focus.Work Environment:Frequently works at fast pace with unscheduled interruptionsThis job is generally performed in a professional office environment in environmentally controlled conditions.Essential functions are performed in close physical proximity to other people.Disclaimer: Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.