Parts Department Administrator

Central-City-Toyota; Philadelphia (Philadelphia County); On-site; USD 21,000 - 28,000; Full time

Benefits offered by this job

Health/Dental/Vision

Paid time off

401(k)

Employee discounts

Other benefits

Job summary

Central-City-Toyota in Philadelphia is seeking a dependable Parts Department Administrator to support day-to-day administrative operations in the parts department. The role focuses on processing invoices, creating and managing purchase orders, and maintaining accurate parts records.

The ideal candidate is detail-oriented, comfortable with numbers and computer systems, and able to manage multiple priorities in a fast-paced environment.

Qualifications

• Experience in administrative, parts, automotive, or inventory roles.
• Experience with invoicing and purchase orders.
• Strong computer and data-entry skills.
• Proficient in Microsoft Excel and Outlook.
• Attention to detail and excellent organization.
• Strong communication and customer service skills.
• Ability to work independently and manage multiple tasks.
• Comfortable working with numbers and pricing.

Responsibilities

• Create, process, and maintain purchase orders for parts and supplies.
• Prepare and process customer and internal invoices accurately and in a timely manner.
• Enter and maintain parts, vendor, pricing, and inventory information in the company system.
• Match purchase orders, invoices, and receiving documents to ensure accuracy.
• Communicate with vendors regarding orders, pricing, availability, and delivery status.
• Assist with tracking incoming and outgoing parts.
• Maintain organized records of purchase orders, invoices, receipts, and vendor information.
• Assist the Parts Manager with inventory counts, reconciliations, and administrative tasks.
• Monitor outstanding purchase orders and follow up on backordered or delayed parts.
• Help resolve discrepancies involving pricing, quantities, invoices, and deliveries.
• Provide administrative support to the parts counter and service departments as needed.
• Maintain confidentiality and accuracy of company and customer information.

Skills

Invoicing

Purchase orders

Data entry

Excel

Outlook

Organizational skills

Tools

ERP software

Inventory software

Job description

Parts Department Administrator

Position Summary

We are seeking a dependable and organized Parts Department Administrator to support the day-to-day administrative operations of our parts department. This position will be responsible for processing invoices, creating and managing purchase orders (POs), maintaining accurate parts records, and assisting with inventory and vendor coordination.

The ideal candidate is detail-oriented, comfortable working with numbers and computer systems, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Create, process, and maintain purchase orders for parts and supplies.
• Prepare and process customer and internal invoices accurately and in a timely manner.
• Enter and maintain parts, vendor, pricing, and inventory information in the company system.
• Match purchase orders, invoices, and receiving documents to ensure accuracy.
• Communicate with vendors regarding orders, pricing, availability, and delivery status.
• Assist with tracking incoming and outgoing parts.
• Maintain organized records of purchase orders, invoices, receipts, and vendor information.
• Assist the Parts Manager with inventory counts, reconciliations, and administrative tasks.
• Monitor outstanding purchase orders and follow up on backordered or delayed parts.
• Help resolve discrepancies involving pricing, quantities, invoices, and deliveries.
• Provide administrative support to the parts counter and service departments as needed.
• Maintain confidentiality and accuracy of company and customer information.

Qualifications

• Previous administrative, parts, automotive, equipment, dealership, or inventory experience preferred.
• Experience with invoicing and purchase orders.
• Strong computer and data-entry skills.
• Good working knowledge of Microsoft Office, particularly Excel and Outlook.
• Excellent attention to detail and organizational skills.
• Strong communication and customer service skills.
• Ability to work independently and prioritize multiple tasks.
• Comfortable working with numbers, pricing, and financial documentation.

Preferred Skills

• Experience with a dealership, automotive, truck, equipment, or manufacturing parts department.
• Familiarity with parts-management or ERP/inventory software.
• Experience working with vendors and purchase orders.
• Basic understanding of inventory control and accounting procedures.

  Schedule & Compensation

  Position: Parts Department Administrator
  Employment Type: Full-Time
  Schedule: 8am to 4pm
  Pay: $15 to $20 per hour
  Reports To: Parts Manager / Department Manager

  What We Offer

  • Competitive pay
  • [Health/Dental/Vision benefits]
  • [Paid time off]
  • [401(k) or retirement plan]
  • [Employee discounts]
  • [Other benefits]

  We are looking for someone who is reliable, organized, detail-oriented, and takes pride in keeping the administrative side of the parts department running smoothly.