Parts Administrator

The Parts Administrator supports shop operations by managing parts inventory, documentation, purchasing, and parts counter services. This role combines administrative responsibilities with hands-on coordination to ensure accurate recordkeeping, timely procurement of parts, and efficient support of technicians and field personnel.

Essential Duties and Responsibilities

Administrative and Inventory Support:

• Process invoices, maintain financial records, and support parts-related accounting activities

• Perform data entry, verify accuracy of records, and maintain organized physical and electronic filing systems

• Compile and analyze information for reporting and operational tracking

• Manage office and shop supply inventories and coordinate ordering of materials as needed

• Process and track purchase orders, parts requests, and related documentation

• Charge parts accurately through the point-of-sale system and assist with internal parts coding for inventory tracking

• Maintain accurate inventory records within the computerized fleet maintenance management system, including purchasing and inventory modules

• Utilize system reports and queries to track inventory levels, purchasing activity, equipment specifications, and parts history

• Provide general administrative support and respond to internal and external inquiries

• Communicate effectively in English and Spanish to support employees, vendors, and customers

Parts Counter and Shop Support:

• Provide parts to technicians and customers at the parts counter and assist with parts identification and selection

• Verify incoming shipments and ensure received parts match purchase orders and parts requests

• Prepare packing slips and documentation for parts shipments and deliveries

• Coordinate timely and cost-effective purchasing of parts by comparing vendor pricing and freight options

• Maintain familiarity with approved vendors and ranch locations

• Ensure parts are delivered to technicians promptly using the most efficient and economical methods

• Maintain organization of warehouse inventory and follow shop procedures for parts numbering and storage

• Complete and process required documentation including parts requests, purchase orders, and freight delivery forms

• Maintain regular communication with supervisors, shop managers, technicians, vendors, delivery personnel, and field staff

• Maintain a clean, safe, and organized work area

Other:

• Perform other duties as assigned

Job Requirements and Qualifications

• High school diploma or equivalent required

• One year of experience in a parts counter or parts inventory role preferred and three years of administrative experience

• Bilingual in English and Spanish (verbal and written)

• Proficient in standard Microsoft computer programs and data entry

• Valid California driver’s license and must be insurable under company policy

• Strong attention to detail and accuracy

• Effective organizational and recordkeeping skills

• Excellent communication and customer service abilities

• Ability to work collaboratively with supervisors, technicians, vendors, warehouse personnel, and field staff

• Ability to manage multiple priorities in a fast-paced environment

• Willingness to learn agricultural equipment, parts identification, and shop procedures

• Ability to read and interpret parts and service manuals

• Basic understanding of machinery components and parts systems

• Ability to follow safety procedures and workplace guidelines

• Reliable attendance and punctuality