Parts Administrator

R. F. MacDonald Co.•Fresno, CA

1d•Onsite

About The Position

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.

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

Responsibilities

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.
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.
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.
Submit, track, and manage all RMA and warranty requests.
Communicate status updates to customers and coordinate with vendors.
Maintain accurate logs and documentation.
Run weekly/monthly NetSuite reports to maintain data accuracy.
Maintain administrative logs, billing records, and department documentation.
Participate in process improvement initiatives as requested.
Provide timely and professional support to customers and internal teams.
Respond to inquiries regarding orders, billing, tracking, and documentation.
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.