Parts Office Administrator

Job Description

Job Description

Description

The Parts 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: 

1. Demonstrate alignment with the company's mission and core business values; 
2. Collaborate with key internal/external resources; 
3. 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 Mission
• Places orders for relevant materials and supplies and assists with placing all orders in the system.
• Serves as customer point of contact in person and by phone as needed.
• Receives and refers visitors and telephone callers, ensuring these individuals are directed to the proper department with the dealership.
• Assists with Parts sourcing from preferred vendor(s) at direction of management.
• Loads cross references in the business system for direct ship and alternate source parts.
• Provides supporting documentation for month-end accruals related to purchasing.
• Cross trains for posting responsibilities.
• Ensures G/L coding is correct on accounts payable prior to submission to Finance and Accounting Department.
• Ensures all accounts payable invoices have accurate PO data in the business system prior to submission.
• Transmits accounts payable invoices to Finance and Accounting Department.
• Responsible for parts maintenance updates (e.g. pricing, super sessions, etc.) and any other parts information deemed relative.
• Assists with printing and creating stock orders daily.
• Requires regular and punctual employee attendance.
• Works safely always and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.
• Performs other duties assigned.

Knowledge, Skills, and Abilities

• Knowledge of basic accounting procedures.
• Effective communication skills and organizational skills required.
• Strong communication skills and a team mentality are necessary for successful job performance.
• Proficient at using standard desktop applications such as Microsoft Office, Excel, and Word; Procede dealership business system experience is preferred.
• Attention to detail.
• Self-motivated; able to effectively prioritize tasks and organize schedule.
• Excellent interpersonal skills to establish working relationships with multiple departments and various levels of the organization.
• Ability to follow logical troubleshooting procedures.
• Ability to work independently and as part of a team.
• Ability to be self-starting and self-motivated.
• Effective influencing abilities.
• Good verbal and written communication skills. 
• Ability to read, write, and understand information.

Requirements

Education 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 abilities.
• At least two years general accounting, clerical, and administrative knowledge required.
• Two years of inventory control or logistics experience preferred.

Supervisory Responsibilities:

• None.

Travel:

• Up to, but not limited to, 5% travel.

Physical Requirements:

• This role frequently communicates with others, must be able to exchange accurate information in these situations
• The employee is frequently required to sit, talk, listen and use vision or corrected vision
• The employee is occasionally required to walk
• Use hands and fingers to operate, handle, or feel objects, tools, or controls
• Reach with hands and arms.
• Occasionally lift and/or move up to 25 lbs.
• Communicate effectively with customers, supervisor, manager, and co-workers.

Work Environment:

• Frequently works at fast pace with unscheduled interruptions.
• This 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.