Parts Inventory Assistant

DEPARTMENT:
Parts
POSITION:
Inventory Control Assistant

Support the Inventory Control Manager in maintaining accurate inventory records and ensuring the timely processing of invoices, credits, returns, and inventory adjustments. Research and respond to inventory discrepancies, assist with maintaining accurate parts and pricing information, and perform routine cycle counts to support overall inventory accuracy.

Ensure the following responsibilities are carried out accurately and within established deadlines:

• Review and process vendor invoices and credits, verifying information for accuracy and identifying discrepancies that require research or correction.
• Work closely with Purchasing, Sales, Receiving, and Warehouse teams to research and resolve invoice, credit, receiving, and inventory discrepancies.
• Research and respond to inventory discrepancies, including investigating differences between system quantities and physical inventory, identifying possible causes, and making or recommending appropriate corrections.
• Escalate unresolved or significant discrepancies to the Inventory Control Manager.
• Monitor outstanding vendor returns and credits and follow up as necessary to ensure timely resolution.
• Assist with processing core, warranty, and excess inventory returns and ensure appropriate documentation and credits are completed.
• Process excess inventory returns through manufacturer and vendor return programs according to established schedules and procedures.
• Provide the Warehouse team with approved return lists and coordinate the picking, verification, and shipment of return inventory.
• Add, update, or correct part information and pricing within the dealership management system as needed.
• Perform monthly cycle counts throughout the warehouse to verify physical inventory against system inventory.
• Maintain a cycle-count schedule designed to ensure the entire warehouse inventory is physically counted at least twice each year.
• Research and resolve discrepancies identified during cycle counts and communicate recurring or significant inventory issues to the Inventory Control Manager.
• Assist with month-end closing by ensuring invoices, credits, inventory adjustments, and other assigned tasks are completed within established deadlines.
• Maintain organized records and follow-up systems for outstanding invoices, credits, returns, discrepancies, and other assigned responsibilities.
• Assist the Inventory Control Manager with additional inventory-control projects, audits, and reporting as needed.

• High level of accuracy and attention to detail.
• Timely completion of assigned tasks and established deadlines.
• Accuracy of inventory records, invoice processing, credits, and adjustments.
• Consistent completion of scheduled cycle counts.
• Thorough investigation and timely response to inventory discrepancies.
• Ability to independently follow up on outstanding items without repeated prompting.
• Proactive communication with the Inventory Control Manager and other departments.
• Prompt and professional responses to email, verbal requests, and requests for information.
• Ability to prioritize workload and remain productive with minimal unnecessary distractions.
• Willingness to identify recurring problems and bring potential solutions or process improvements to management.

• Strong data-entry, organizational, and record-management skills.
• Intermediate or higher proficiency with Microsoft Office products, particularly Excel, Word, and Outlook.
• Ability and willingness to learn dealership management systems, inventory software, manufacturer systems, and other vendor-specific programs. Training will be provided.
• Ability to develop and maintain an effective personal…