Parts Coordinator - Automotive

Ahmadi & Sons Automotive; Swanston (CA); On-site; USD 28,000 - 34,000; Full time

Job summary

Ahmadi & Sons Automotive in Sacramento, CA is seeking an organized Automotive Parts Coordinator to manage the full lifecycle of parts across our shops. This hands-on administrative role requires accurate handling of orders, receipts, invoicing, and vendor credits, with occasional in-person visits to our locations.

You will work with store managers, service advisors, technicians, and vendors to ensure proper pricing, returns, cores, warranties, and documentation, while maintaining tight records

Qualifications

• Automotive parts knowledge and dealership/repair shop experience.
• Experience with RO Writer recommended or preferred.
• Strong organizational skills and attention to detail.
• Ability to coordinate across multiple locations, vendors, and deadlines.

Responsibilities

• Navigate RO Writer, including repair orders, parts, invoices, and credits.
• Enter parts accurately and verify pricing.
• Link parts and invoices to repair orders.
• Audit repair orders for pricing, quantity, and posting errors.
• Identify and correct common parts-entry mistakes.
• Maintain an accurate paper trail and system record for all parts transactions.
• Ensure incoming parts are checked in promptly.
• Match invoices to RO, vehicle, and technician.
• Label, log, and track returns until vendor credits are received.
• Perform daily parts acceptance checks.
• Complete weekly return and credit reconciliations.
• Follow up on outstanding vendor credits.
• Track cores by repair order and ensure timely returns.
• File warranty and labor claims; verify credits posted.
• Maintain vendor portals access and communications.
• Manage dealer/special-order parts logs and reporting.

Skills

Automotive parts experience

RO Writer experience

Organization & detail orientation

Vendor & location coordination

Problem solving

Basic computer skills

Valid driver''s license

Attention to records & credits

In-person shop visits

Tools

RO Writer

Job description

Job Type: Full-Time Pay: $20 - $25 hourly Location: Sacramento, CA (Arden) Schedule: 8am-5pm, Hours TBD

About the Position

We are seeking an organized, detail-oriented Automotive Parts Coordinator to oversee the full lifecycle of parts across our automotive locations.

This position is responsible for ensuring that parts are properly ordered, received, entered, matched to repair orders, returned, credited, and documented. The Parts Coordinator will work closely with store managers, service advisors, technicians, and vendors to maintain accurate records and ensure that outstanding credits, returns, cores, warranties, and special-order parts are properly followed through to completion.

This is a hands-on administrative and operational position. The ideal candidate is highly organized, comfortable working with automotive repair orders and invoices, and willing to visit our shop locations in person when needed.

Key Responsibilities

RO Writer & Parts Management

• Navigate RO Writer, including repair orders, parts, invoices, and credits
• Enter parts accurately and verify correct pricing
• Link parts and invoices to the appropriate repair orders
• Audit repair orders for pricing, quantity, and posting errors
• Identify and correct common parts-entry mistakes
• Maintain an accurate paper trail and system record for all parts transactions

Parts Receiving & Returns

• Ensure incoming parts are checked in promptly
• Match invoices to the correct RO, vehicle, and technician
• Label, log, and track returns until vendor credits are received
• Perform daily parts acceptance checks
• Complete weekly return and credit reconciliations
• Follow up on outstanding vendor credits

Cores, Warranties & Labor Claims

• Track cores by repair order
• Ensure cores are returned within required deadlines
• File applicable warranty and labor claims
• Confirm warranty credits have been received and posted
• Prevent expired or unclaimed cores
• Follow through until all applicable warranty credits are collected

Vendor Management

• Maintain access to vendor portals and systems
• Retrieve invoices, credits, and vendor statements
• Maintain an organized vendor contact list
• Communicate with vendors regarding missing credits, returns, invoices, and discrepancies

Dealer & Special-Order Parts

• Maintain special-order and dealer parts logs
• Link special-order parts to the appropriate repair orders
• Track return eligibility and applicable deadlines
• Prepare weekly reporting on outstanding dealer and special-order parts

Document Management

• Upload and organize invoices electronically
• Follow established document naming conventions
• Link documentation to the appropriate repair orders
• Retrieve records when needed for audits or disputes
• Maintain readily accessible proof of invoices, returns, and credits

Organization & Shop Support

• Maintain designated areas for parts, returns, and invoices
• Ensure parts and documentation are clearly labeled with the appropriate RO number and date
• Help maintain consistent parts-control procedures across locations
• Conduct in-person visits to shop locations as needed

Qualifications

• Automotive parts, service, dealership, repair shop, or related experience strongly preferred
• Experience with RO Writer preferred
• Strong understanding of repair orders, parts invoices, vendor credits, returns, cores, and warranties
• Excellent organizational skills and attention to detail
• Comfortable working with multiple locations, vendors, and deadlines simultaneously
• Strong follow-through and problem-solving skills
• Comfortable identifying discrepancies and working with managers and employees to correct them
• Basic computer and electronic document-management skills
• Ability to travel locally between shop locations as needed
• Valid driver's license and reliable transportation

What We're Looking For

This position is best suited for someone who takes ownership of their work and does not allow loose ends to pile up. We need someone who can look at a parts transaction from beginning to end and make sure every part, invoice, return, core, warranty claim, and vendor credit is properly accounted for.

Accuracy and follow-through are extremely important in this position. If a part is not properly documented in the system and supported by the appropriate records, the process is not complete.