Parts Administrator

Fabick Cat•Fenton, MO

6h•Onsite

About The Position

This position provides administrative support to the Parts Department with primary responsibility for processing and managing parts stock claims. The Parts Administrator ensures accurate and timely submission of claims to Caterpillar and allied product suppliers to maximize reimbursement and maintain compliance with factory and corporate requirements. This role works closely with cross functional teams to process and monitor claim submission and status from beginning to end to resolve discrepancies, and support overall parts administrative functions to maintain operational efficiency at both branch and corporate levels.

Requirements

High School diploma or GED is required.
1–3 years parts administration, inventory processing, or warranty claim processing preferred.
Experience writing and submitting stock/freight/warranty claims preferred.
Experience in interpreting freight bills and filing freight claims.
Strong accounting and mathematical abilities, analytical skills and decision-making competencies.
Strong attention to detail and accuracy, particularly when processing claims, credits, invoices, inventory transactions, and other financial documentation.
Strong computer skills with proficiency in Microsoft Office (Word, PowerPoint and Excel).
Exceptional written and oral communication skills.
Must be detail oriented, organized, professional, motivated and hold excellent time management skills.
Ability to be forklift certified.
Ability to pass medical examination for a Class E license and DOT requirements.

Nice To Haves

Bachelor’s degree preferred in Business Administration preferred.
Experience with Caterpillar systems (DBS/WMS/Parts VIZ) preferred.

Responsibilities

Prepare and submit parts claims promptly and accurately to Caterpillar and allied product suppliers within required timelines to ensure maximum reimbursement consideration. Ensure all required documentation is complete and compliant with factory/OEM guidelines with accuracy.
Review, monitor, and update claims in process. Monitor claim aging reports and advise branch personnel of claim status and any issues that need to be escalated. Review pending claims to ensure timely payment. Process claim credits and maintain inventory in DBS/WMS systems.
Review claim expenses and advise management of non-recovered items or discrepancies. Assist with semi-annual parts returns and annual parts reconciliation activities as assigned.
Assist with parts-related administrative activities including credits and rebills, quantity and price adjustments, non-Cat parts price updates, returns, freight variances, and reconciliation of packing lists.
Provide support to Parts Manager/Supervisors with daily administrative reporting and active updates to claim status on internal tracking systems.
Demonstrated ability to independently research issues, follow up on outstanding claims, resolve discrepancies, and drive tasks through completion.
Other duties as assigned, such as phone back up, and parts delivery.