Parts Office Administrator

Holt Cat; Tulsa (OK); On-site; USD 30,000 - 45,000; Full time

Job summary

A leading machinery dealership in Oklahoma is seeking a Parts Office Administrator. This role involves ordering and provisioning parts, managing inventory records, and ensuring smooth office operations. Candidates should have a high school diploma, at least two years of related experience, and skills in communication and organization. Proficiency in Microsoft Office is essential, and familiarity with dealership systems is preferred. The position requires a self-motivated individual with strong interpersonal skills.

Qualifications

• At least two years of general accounting, clerical, and administrative knowledge.
• Two years of inventory control or logistics experience preferred.

Responsibilities

• Order and provision parts, manage inventory records.
• Assist with processing paperwork and responding to inquiries.
• Ensure G/L coding on accounts payable is correct before submission.

Skills

Effective communication skills

Solid planning and organizational skills

Knowledge of basic accounting procedures

Proficient in Microsoft Office, Excel, Word

Excellent interpersonal skills

Self-motivated

Education

High school diploma or GED

Tools

Microsoft Office

ADP/CDK dealership business system

Job description

Job Summary

The Parts Office Administrator is responsible for ordering and provisioning parts, administration of inventory records, purchase orders and documentation for parts ordering. Process all required paperwork, research and respond to order inquiries, and manage orders in the system. Additionally, performs and may provide oversight to the daily operations of office services to include reception, filing, and maintaining records. They are familiar with a variety of office support concepts, practices, and procedures and can perform a variety of administrative tasks.

The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Essential Functions

• Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission
• Places orders for relevant materials and supplies and assists with placing all orders in the system
• Serves as customer point of contact in person and by phone as needed
• Receives and refers visitors and telephone callers, ensuring these individuals are directed to the proper department with the dealership
• Converts PDC product to direct ship and place orders to be shipped direct from the vendor or cross docked from aHOLT warehouse
• Loads cross references in the business system for direct ship and alternate source parts
• Provides supporting documentation for month-end accruals related to purchasing
• Cross-trains for posting responsibilities
• Ensures G/L coding is correct on accounts payable prior to submission to Finance and Accounting Department
• Ensures all accounts payable invoices have a PO in the business system prior to submission
• Transmits accounts payable invoices to Finance and Accounting Department
• Responsible for parts maintenance updates (e.g. pricing, super sessions, etc.) and any other parts information deemed relative
• Responsible for printing and creating stock orders daily
• Requires regular and punctual employee attendance
• Works safely always and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
• Performs other duties as assigned and fulfill responsibilities as requested

Knowledge, Skills, and Abilities

• Knowledge of basic accounting procedures
• Effective communication skills and organizational skills required
• Solid planning and organizational skills
• Strong communication skills and a team mentality are necessary for successful job performance
• Proficient at using standard desktop applications such as Microsoft Office, Excel, and Word; ADP/CDK dealership business system experience is preferred
• Self-motivated; able to effectively prioritize tasks and organize schedule
• Excellent interpersonal skills to establish working relationships with multiple departments and various levels of the organization

Education and Experience

• A high school diploma and/or GED required; or a combination of education, training or experience that provides the required knowledge, skill and abilities
• At least two years general accounting, clerical, and administrative knowledge required
• Two years of inventory control or logistics experience preferred

Supervisory Responsibilities

None

Travel

Up to 5%

Physical Requirements

• This role frequently communicates with others, must be able to exchange accurate information in these situations
• The employee is frequently required to sit, talk, listen and use vision or corrected vision
• The employee is occasionally required to walk
• Use hands and fingers to operate, handle, or feel objects, tools, or controls
• Reach with hands and arms.
• Occasionally lift and/or move up to 25 lbs.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• Frequently works at fast pace with unscheduled interruptions
• This job is generally performed in a professional office environment in environmentally controlled conditions.
• Essential functions are performed in close physical proximity to other people.

Disclaimer

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.

Equal Opportunity Employer

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.