Parts Administrative Supervisor

Job Description

Job Description

Are you a Parts Administrative Supervisor  searching for new experiences? As a leading Trane® independent office, Brady brings efficient, reliable, and secure building solutions throughout central and eastern North Carolina. We take pride in all we do and in our Associates which is why we offer competitive pay and compensation, benefits, growth opportunities, and more!

SUMMARY:  The Parts Administrative Supervisor is responsible for leading and coordinating the administrative functions that support Parts Operations, including order processing, customer invoicing, warranty administration, accounts receivable and accounts payable coordination, inventory records management, payroll/timekeeping administration, and cash receipt controls. This position supervises the administrative team, ensures accurate records and inventory integrity, maintains efficient and compliant workflows, and supports exceptional service to internal and external customers. The role is also responsible for developing standardized processes, monitoring performance metrics, and driving continuous improvement across administrative operations.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Leadership & Team Development

• Directly supervise, coach, and develop administrative team members.
• Assign and prioritize workload to ensure department goals are achieved.
• Conduct performance reviews and provide ongoing feedback and accountability.
• Participate in hiring, disciplinary actions, promotions, and termination recommendations.
• Establish departmental goals, staffing plans, and performance expectations.
• Analyze department performance metrics and implement operational improvements.
• Manage administrative resources and staffing coverage across Parts Centers.
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• Perform administrative duties as needed during team member absences.

Accounts Receivable, Accounts Payable & Cash Controls

• Assist Finance with accounts receivable and accounts payable processes.
• Maintain customer, vendor, and related A/R and A/P records in NetSuite.
• Process cash receipts and oversee cash box controls for Parts Centers.
• Assist Accounting with maintenance and reconciliation of Trane statements.
• Coordinate invoice reconciliation, credits, returns, shortages, and vendor-related administrative activities.

Inventory Administration & Controls

• Maintain inventory records and item master files within NetSuite.
• Verify inventory quantities and maintain inventory accuracy.
• Prepare for and support physical inventory counts, including inventory adjustments.
• Monitor inventory transactions, cycle count results, and exception reports; research discrepancies and coordinate corrective actions.
• Maintain the Non-Inventory Purchases spreadsheet.

Order Processing, Warranty & Administrative Support

• Maintain administrative databases, including Compressor Trac, vendor purchase orders, and credit memo records.
• Coordinate warranty documentation and support warranty claim administration.
• Maintain accurate department records related to customer orders, vendor purchases, inventory adjustments, warranty claims, cash receipts, and operational reporting.
• Coordinate with purchasing, vendors, accounting, and store personnel to support timely order fulfillment and customer service.

Systems & Process Improvement

• Maintain proficiency in NetSuite, Oracle, Warranty Management Systems, and other departmental applications.
• Develop, review, and improve administrative procedures to ensure accuracy, consistency, and efficiency.
• Create, maintain, and update standard operating procedures (SOPs) for all administrative processes.
• Utilize NetSuite reporting and department metrics to identify workflow improvements, improve billing accuracy, reduce processing delays, and support continuous improvement initiatives.

Payroll & Administrative Support

• Review and process Paycom time records for the administrative team.
• Process exempt associate timesheets as required.
• Purchase and distribute office supplies for Parts Centers.

Other Duties

• Work overtime and weekends as business needs require.
• Perform other duties as assigned.

 

TEAMWORK

• Demonstrate and promote a spirit of cooperation and teamwork throughout the Company.
• Continually looking for ways to improve our processes and ability to serve our customers effectively
• Improve personal performance on a continual basis.

 

CUSTOMER SERVICE

• Provide responsive, professional, and diplomatic customer service.
• Answer customer calls and correspondence quickly and pleasantly.
• Communicate with customers in a friendly, professional, and patient manner.
• Perform all duties with the goal of building and maintaining long-term customer relationships.
• Immediately addresses any customer's concern and requests the involvement of other Company personnel as required.

 

SAFETY

• Follow all company safety programs and report any non-compliance to your Team Leader.
• Notify Manager or Safety Manager of any unsafe conditions.

 

SUPERVISORY RESPONSIBILITIES: May directly supervise Parts department associates. Performs supervisory duties in accordance with company policies and applicable laws, including interviewing and training employees; planning, assigning, and directing work; addressing complaints; and resolving problems.

QUALIFICATIONS: To perform this job successfully, the individual must satisfactorily complete each essential duty. The requirements below reflect the knowledge, skills, and abilities needed for the role. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; evaluating performance; coaching and mentoring employees; addressing complaints; and resolving problems.

EDUCATION and/or EXPERIENCE: Associate degree (A. A.) or equivalent from two-year college or technical school; and six months to one-year related experience and/or training; or equivalent combination of education and experience.

COMPUTER SKILLS: Proficiency in Microsoft Office programs is required, as well as the ability to learn and effectively use business software applications. Knowledge of NetSuite, Warranty Management System, Oracle, and software used by Trane is a plus.

CERTIFICATES, LICENSES, REGISTRATIONS: None .

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to draft routine reports and correspondence. Ability to speak effectively with customers or employees.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is regularly required to use hands to operate computer keyboard, and telephone and effectively communicate with others. The associate frequently is required to sit and reach with hands and arms. The associate is occasionally required to stand; walk; and stoop or kneel. The associate must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT: The work environment described here reflects the conditions an employee may encounter while performing the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these duties.

This position works in a typical office/parts store/warehouse environment. The noise level in the work environment is usually moderate.

OTHER REQUIREMENTS

• Ability to pass drug screening.
• Ability to prove US employment eligibility.