Job Overview:

The Receptionist / Parts Administrator serves as the first point of contact for customers, vendors, and visitors, creating a professional and welcoming experience both in person and over the phone. This position supports the daily operations of the front office by performing a variety of administrative and customer service functions while also serving as the administrative support for the Parts Department, including parts ordering, inventory support, parts returns, and related documentation.

Responsibilities and Duties/Essential Functions:

• Greet customers, vendors, and visitors in a professional and courteous manner
• Answer and direct incoming telephone calls promptly, respond to general inquiries when appropriate, and accurately relay messages to the appropriate individual or department
• Communicate with callers in a friendly, efficient, and professional manner while minimizing hold times and providing excellent customer service
• Maintain a clean, organized, and professional front desk area
• Process daily cash receipts and customer payments
• Scan and electronically file parts invoices, service repair orders, and other company records in accordance with established procedures
• Distribute incoming mail and process outgoing mail
• Provide administrative support to other departments and the corporate office as needed.

• Process daily parts orders
• Assist the Parts Manager with weekly stock orders
• Match packing lists with invoices and billing documentation
• Track billed-but-not-received and received-but-not-billed parts
• Follow department procedures to resolve discrepancies involving shipments, invoices, or inventory
• Assist with processing parts returns and obtaining appropriate vendor credits
• Properly document and record inventory adjustments
• Approve and electronically forward matched purchase orders and invoices to the Accounting Department in a timely manner
• Assist the Parts Manager with month-end responsibilities and ensure deadlines are met.
• Assist with scheduled physical parts inventories

• Follow all company policies, manufacturer requirements, established procedures, and applicable laws and regulations

Work Environment:

This position operates primarily in an indoor office setting within a truck dealership. The work area is climate-controlled and has the noise level typical of an office environment, although occasional noise from the service and parts departments may be present. The employee will occasionally work in or travel through the parts department, warehouse, shop, and dealership lot, which may involve exposure to varying temperatures, outdoor weather conditions, moving vehicles, and moderate noise levels.

Physical Demands:

• Must be able to sit or stand for extended periods
• Regularly required to talk, hear, and use hands to operate office equipment such as computers, telephones, and scanners
• Occasionally walk through the parts department and warehouse to verify inventory and retrieve or move office supplies, files, or parts weighing up to 25 pounds
• Prolonged use of a computer and telephone is required

Position Type:

Full-time, Non-Exempt.

Typical schedule is Monday through Friday, regular business hours. Occasional overtime as needed.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
 

Qualifications:

• Required Qualifications
  • High school diploma or equivalent
  • Minimum of one year of experience in a receptionist, customer service, administrative, accounting support, parts, or dealership environment
  • Familiarity with basic office procedures and accounting support
  • Strong organizational skills and attention to detail
  • Excellent verbal and written communication skills
  • Ability to follow directions and work collaboratively across departments
  • Positive, professional demeanor with a strong customer service orientation
  • Proficiency in Microsoft Office, including Excel, Word, and Outlook
• Preferred Qualifications
  • Experience with CDK