Parts Claims & Inventory Administrator (Onsite)

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 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.