Parts Administrative Assistant

Job Summary: Responsible for processing customer orders and responding to customer's inquiries, questions or complaints regarding the Parts Department services and seeks remedies to ensure customer satisfaction and retention.

Also, responsible for vendor sales, inventory, purchasing, pricing and warranty administration.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Customer Service

• Provide order ship status to clients – internal and external
• Provide tracking information to clients – internal and external
• Prepare returned material and process documentation for credit to client
• Prepare invoices and reports on a daily basis for designated departments and outside clients
• Process credit card, cash and check payments

Follow-up on billings without proper information to invoice

Review status of returned items, warranty items

Inventory Control

• Gather information for new inventory item (part no., pricing, bin, etc…)
• Responsible for assisting all aspects of inventory control including replenishment, stocking, cycle counting and physical inventory in Showroom and Warehouse

Office Duties

• Monitor office equipment in for working status
• Electronic scanning
• Create office documents, labels per request of parts personnel

Orders

Arrange shipping documents for packages for all departments

Review open orders weekly

Receiving (Assist if Over-the-counter personnel is behind or out)

• Verify materials in box match packing slips
• Complete receiving paperwork and forward to proper filing location
• Process packing slip to front counter for paperwork processing immediately upon receiving package from freight company
• Attach paperwork from front counter to go with materials received

Shipping

• Arrange transportation of packages, either Motor Freight, UPS, etc..., document with appropriate paperwork

Warranty

• Responsible for warranty administration on all parts

SUPERVISORY RESPONSIBILITES - This job has no supervisory responsibilities

QUALIFICATION - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE - High school diploma or general education degree (GED); or 6 months to one year related experience and/or training; or equivalent combination of education and experience.

Equal Opportunity Employer, including disabled and veterans.