Parts Admin Assistant - Heavy Equipment

Primary Job Role

Maintains company standards in housekeeping and contamination control.

• Greets customers promptly and professionally, identifies order accuracy, and captures appropriate customer signatures upon receipt.
• Understands the back‑order escalation process, priorities, and reporting. Effectively communicates best sourcing options or estimated ship dates with all customers to achieve optimal results.
• Codes and prepares invoices for payment in a timely manner to ensure good relationships with vendor partners.
• Receives payments and completes daily transmittal logs of Cash/Check & Credit Card transactions. Works with counter staff and Parts Manager to ensure outstanding cash sales remain within company guidelines and maintains cash balances at all times.
• Performs other duties as assigned.

Fully supports, encourages, and follows safe work behavior, and considers safety as paramount in the workplace.

Demonstrates the required depth and mastery of knowledge and skill associated with the job as identified in the Learning Management System (LMS) and other applicable sources. Applies job‑specific skills to resolve job‑related challenges. Refer to job‑specific training requirements in the LMS.

Uses active listening skills, conveys information with the appropriate medium that is clear and easily understood, uses feedback to verify effective communication, and keeps relevant individuals informed about developments, progress, problems, and plans through consistent, effective communication. Avoids surprises.

Adapts to changing business needs, conditions, and work responsibilities; adjusts approaches, goals, and methods to achieve solutions and results in dynamic situations; recovers quickly from setbacks and finds alternative ways to reach goals; remains open to new ways of doing things and is willing to modify preferred methods.

Seeks to understand others' interests, knows when to be gentle or assertive, asks questions, counters proposals while maintaining relationships, explains positions to gain acceptance, works from facts and a strong knowledge base, and seeks common interests and win‑win solutions or mutually agreeable trade‑offs.

Anticipates, notices, and understands concerns of others, involves them in processes or decisions to ensure their support, develops and maintains positive relationships, is considerate and discreet in challenging situations, and escalates critical issues when necessary.

Acts proactively to resolve issues without direction, seeks perspectives from involved parties, makes timely decisions in ambiguous situations, and is assertive in groups when necessary to facilitate change or overcome impasses.

Demonstrates concern for satisfying external and/or internal customers, responds quickly and effectively to customer concerns or problems, assures customers of willingness to meet their needs, and presents a cheerful, positive manner with customers.

Shows a strong sense of urgency and commitment to achieve desired results despite obstacles, remains focused without unnecessary detail, identifies efficient methods to complete tasks on time, and adjusts schedules as needed without sacrificing quality.

Demonstrates responsibility, reliability, and trustworthiness; maintains commitments; respects confidentiality; is honest; takes personal responsibility for work quality and timeliness; and follows instructions, policies, and procedures.

High School diploma or GED.

6 months or less.

• Proficient in the use of a computer, Microsoft Office products, and relevant Dealer software programs.
• Ability to comprehend, speak, and write in English effectively.
• Basic phone and email knowledge and etiquette.

Job requirements change requiring re‑training to stay current every 1–2 years.

Job requires problem‑solving ability;…