Parts Administrator

Ocean Mist Farms•Castroville, CA

About The Position

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.

Requirements

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

Responsibilities

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
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
Perform other duties as assigned