Parts Administrator

Fabick Cat; Fenton (MO); On-site; USD 38,000 - 54,000; Full time

Job summary

Fabick Cat is seeking a Parts Administrator to provide essential administrative support to the Parts Department in our Fenton, MO location. The role focuses on processing and managing parts stock claims, ensuring prompt submission to Caterpillar and suppliers, and maximizing reimbursement while maintaining compliance with OEM guidelines.

Ideal candidates will have 1–3 years in parts administration, strong attention to detail, and proficiency with DBS/WMS and Microsoft Office.

Qualifications

• High School diploma or GED is required.
• Bachelor's degree preferred in Business Administration.
• 1-3 years parts administration, inventory processing, or warranty claim processing preferred.
• Experience writing and submitting stock/freight/warranty claims preferred.
• Experience in interpreting freight bills and filing freight claims.
• Experience with Caterpillar systems (DBS/WMS/Parts VIZ) preferred.
• Strong accounting and mathematical abilities, analytical skills and decision-making competencies.
• Strong attention to detail and accuracy, particularly when processing claims, credits, invoices, inventory transactions, and other financial documentation.
• Strong computer skills with proficiency in Microsoft Office (Word, PowerPoint and Excel).
• Exceptional written and oral communication skills.
• Must be detail oriented, organized, professional, motivated and hold excellent time management skills.
• Ability to be forklift certified.
• Ability to pass medical examination for a Class E license and DOT requirements.

Responsibilities

• Prepare and submit parts claims promptly and accurately to Caterpillar and allied product suppliers within required timelines to ensure maximum reimbursement consideration.
• Ensure all required documentation is complete and compliant with factory/OEM guidelines with accuracy.
• Review, monitor, and update claims in process. Monitor claim aging reports and advise branch personnel of claim status and any issues that need to be escalated.
• Review pending claims to ensure timely payment. Process claim credits and maintain inventory in DBS/WMS systems.
• Review claim expenses and advise management of non-recovered items or discrepancies. Assist with semi-annual parts returns and annual parts reconciliation activities as assigned.
• Assist with parts-related administrative activities including credits and rebills, quantity and price adjustments, non-Cat parts price updates, returns, freight variances, and reconciliation of packing lists.
• Provide support to Parts Manager/Supervisors with daily administrative reporting and active updates to claim status on internal tracking systems.
• Demonstrated ability to independently research issues, follow up on outstanding claims, resolve discrepancies, and drive tasks through completion.
• Other duties as assigned, such as phone back up, and parts delivery.

Skills

Attention to detail

Time management

Written & verbal communication

Analytical skills

Problem solving

Forklift certification

Education

High School diploma or GED

Bachelor’s degree in Business Administration

Tools

Caterpillar DBS/WMS

Parts VIZ

Microsoft Office

Job description

Fabick Cat is the authorized dealer of Caterpillar equipment, prime and stand-by power systems, parts and service, compact construction, and rental equipment for major portions of Illinois, Missouri, the entire state of Wisconsin and the Upper Peninsula of Michigan. We have been in business for over 100 years and are headquartered in Fenton, Missouri. For more information visit http://www.fabickcat.com/

Why Work For Us!

At Fabick Cat, you are beyond just an employee, you are a part of the Fabick family. A family that has worked so diligently to cement a legacy that was built over 100 years ago through a collective vision "To Ever Serve Our Customers Better". This legacy could not have been possible without first employing then developing the best and brightest talent the market has to offer. We believe it to be of the utmost importance to invest in our workforce by supporting and empowering employees to develop the necessary skills to become successful in their own career.... to become a legacy. Are you ready to join our family legacy to continue our existence as 'the greatest service organization of its kind' over the next 100 years? The Fabick family appreciates and values the ongoing commitment of its employees and is pleased to provide a highly competitive total compensation and benefits package.

Job Summary:

This position provides administrative support to the Parts Department with primary responsibility for processing and managing parts stock claims. The Parts Administrator ensures accurate and timely submission of claims to Caterpillar and allied product suppliers to maximize reimbursement and maintain compliance with factory and corporate requirements. This role works closely with cross functional teams to process and monitor claim submission and status from beginning to end to resolve discrepancies, and support overall parts administrative functions to maintain operational efficiency at both branch and corporate levels.

Responsibilities:

• Prepare and submit parts claims promptly and accurately to Caterpillar and allied product suppliers within required timelines to ensure maximum reimbursement consideration. Ensure all required documentation is complete and compliant with factory/OEM guidelines with accuracy.
• Review, monitor, and update claims in process. Monitor claim aging reports and advise branch personnel of claim status and any issues that need to be escalated. Review pending claims to ensure timely payment. Process claim credits and maintain inventory in DBS/WMS systems.
• Review claim expenses and advise management of non-recovered items or discrepancies. Assist with semi-annual parts returns and annual parts reconciliation activities as assigned.
• Assist with parts-related administrative activities including credits and rebills, quantity and price adjustments, non-Cat parts price updates, returns, freight variances, and reconciliation of packing lists.
• Provide support to Parts Manager/Supervisors with daily administrative reporting and active updates to claim status on internal tracking systems.
• Demonstrated ability to independently research issues, follow up on outstanding claims, resolve discrepancies, and drive tasks through completion.
• Other duties as assigned, such as phone back up, and parts delivery.

Requirements

Qualifications:

• High School diploma or GED is required.
• Bachelor's degree preferred in Business Administration preferred.
• 1-3 years parts administration, inventory processing, or warranty claim processing preferred.
• Experience writing and submitting stock/freight/warranty claims preferred.
• Experience in interpreting freight bills and filing freight claims.
• Experience with Caterpillar systems (DBS/WMS/Parts VIZ) preferred.
• Strong accounting and mathematical abilities, analytical skills and decision-making competencies.
• Strong attention to detail and accuracy, particularly when processing claims, credits, invoices, inventory transactions, and other financial documentation.
• Strong computer skills with proficiency in Microsoft Office (Word, PowerPoint and Excel).
• Exceptional written and oral communication skills.
• Must be detail oriented, organized, professional, motivated and hold excellent time management skills.
• Ability to be forklift certified.
• Ability to pass medical examination for a Class E license and DOT requirements.

Hours: 7:00 AM - 3:30 PM CST at our Fabick, Fenton Branch. This position will be onsite Monday - Friday. All candidates must live within a commutable distance from the branch.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or listen. The employee is frequently required to sit for long periods, stand, walk, bend, and stoop to perform the essential functions of this job. Occasionally lift and/or move up to 75 pounds.

Equal Employment Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.