Parts Administrator

Description

Position: Parts Administrator
Location: Fresno CA

Classification: Non-Exempt

Reports To: Director of Parts

Summary/ Objective

The Parts Department Administrator provides administrative, billing, order processing, and collections support for the Parts Department. This position requires strong computer skills, exceptional communication, high accuracy, and the ability to work effectively in a fast-paced environment. This role is responsible for managing invoicing, credit memos, RMA/warranty processes, collections, customer documentation requests, and maintaining data accuracy within NetSuite.

Primary Responsibilities

• Billing & Invoicing
• Complete weekly and monthly invoicing for all parts orders.
• Prepare end-of-month billing reports and assist with month-end close tasks.
• Process credit memos, maintain the credit memo log, and submit requests per company policy.
• Identify billing issues and resolve discrepancies within NetSuite.

Collections

• Manage collections for all parts invoices to ensure timely payment.
• Contact customers regarding outstanding balances or payment discrepancies.
• Coordinate with Accounting to support payment posting and account maintenance.

Order Processing

• Process order entry for all Parts Sales personnel using NetSuite.
• Review and confirm accuracy of pricing, taxable status, documentation, and PO requirements.
• Provide customers with order confirmations, tracking information, PODs, and invoice copies.

RMA & Warranty Processing

• Submit, track, and manage all RMA and warranty requests.
• Communicate status updates to customers and coordinate with vendors.
• Maintain accurate logs and documentation.

Reporting & Administrative Support

• Run weekly/monthly NetSuite reports to maintain data accuracy.
• Maintain administrative logs, billing records, and department documentation.
• Participate in process improvement initiatives as requested.

Customer Service

• Provide timely and professional support to customers and internal teams.
• Respond to inquiries regarding orders, billing, tracking, and documentation.

Cross-Department Collaboration

• Coordinate with Accounting on billing, credits, and collections.
• Work with Parts Sales staff to resolve order or documentation issues.
• Provide general administrative support to Service and Office Administration as needed.

Requirements

• Ability to thrive in a fast-paced environment with multiple priorities.
• High attention to detail, accuracy, and follow-through.
• Strong organizational and communication skills.
• Professional customer service demeanor.
• Proficiency in Microsoft Office and NetSuite ERP.
• Accurate 10-key and typing speed of 40–60 wpm.
• High school diploma or GED required.
• Two years of administrative, customer service, billing, or related experience preferred.
• Must pass background screening.

Computer Skills

• Proficient with Microsoft Office.
• Experienced with NetSuite ERP.
• Accurate 10-key and strong typing skills.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This role operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, and scanning systems. Filing cabinets and fax machines are not used in this role.

Physical Demands

While performing the duties of this position, the employee is regularly required to talk or hear. This is primarily a desk-based role; however, the employee must be able to ascend stairs as needed for office or meeting access. Occasional organizing or preparing materials may require bending or lifting light items.

Position Type & Expected Hours of Work

This is a full-time position. Standard work hours are Monday through Friday, 7:00 a.m. to 4:00 p.m., with a one-hour lunch break.

Travel

Some travel is required, including driving and flights to other offices and/or conferences, seminars, and other business-related events as requested by management.