Automotive Parts Administrative Assistant

Rydell Chevrolet•Waterloo, IA

2d•Onsite

About The Position

Rydell Chevrolet is seeking a highly organized, detail-oriented Automotive Parts Administrative Assistant to join our growing Parts Department. This position plays a vital role in supporting the daily operations of the department by providing administrative, clerical, inventory, and accounting support. As a Parts Administrative Assistant, you'll work closely with the Parts Manager, vendors, customers, and other dealership departments to ensure accurate recordkeeping, efficient processes, and outstanding customer service. If you enjoy working in a fast-paced environment, staying organized, and being an important part of a successful team, we'd love to hear from you. At Rydell Chevrolet, our mission is simple: "To Be So Effective That We Are Able To Be Helpful To Others." This philosophy extends beyond our customers and employees to the communities we serve. We are committed to making a positive impact through community involvement, charitable giving, and volunteer efforts while providing opportunities for our employees to grow, succeed, and build rewarding careers.

Requirements

High School Diploma or GED required
Previous administrative or office experience required
Strong organizational and time-management skills
Excellent attention to detail and accuracy
Proficiency with Microsoft Office, including Word, Excel, and Outlook
Ability to learn dealership management software
Strong verbal and written communication skills
Ability to maintain confidentiality and professionalism
Strong customer service and interpersonal skills
Ability to prioritize tasks and manage multiple responsibilities
Ability to work independently and as part of a team
Ability to sit, stand, and walk throughout the workday
Frequent use of computers, telephones, and office equipment
Ability to occasionally lift and move items weighing up to 25 pounds
Ability to communicate effectively in person, by phone, and electronically

Nice To Haves

Associate degree in Business Administration, Accounting, or a related field preferred
Automotive dealership or Parts Department experience preferred

Responsibilities

Maintain accurate department records, files, and documentation
Process and reconcile invoices, credits, purchase orders, and vendor statements
Prepare reports, spreadsheets, and departmental correspondence
Enter and maintain information within dealership management systems
Assist with payroll reporting, scheduling, and other administrative functions
Assist with inventory control and recordkeeping
Enter and update inventory information accurately
Process returns, vendor credits, and warranty documentation
Verify receiving paperwork and assist with inventory reconciliation
Support annual and periodic inventory counts
Answer incoming department calls and direct inquiries appropriately
Assist internal and external customers with general parts-related questions
Communicate with vendors regarding orders, pricing discrepancies, returns, and credits
Coordinate with Service, Sales, Body Shop, and Accounting departments to support efficient operations
Verify invoice accuracy and ensure proper expense coding
Assist with accounts payable and receivable functions related to parts transactions
Maintain documentation for audits and accounting reviews
Research and resolve billing, inventory, and vendor account discrepancies
Maintain confidentiality of company, employee, and customer information
Follow dealership policies, procedures, and safety guidelines
Maintain a clean, organized, and professional work environment
Attend meetings and training sessions as required
Perform additional duties as assigned