Parts Office Administrator

HOLT•Tulsa, OK

4d•Onsite

About The Position

The Parts Office Administrator is responsible for ordering and provisioning parts, administration of inventory records, purchase orders and documentation for parts ordering. Process all required paperwork, research and respond to order inquiries, and manage orders in the system. Additionally, performs and may provide oversight to the daily operations of office services to include reception, filing, and maintaining records. They are familiar with a variety of office support concepts, practices, and procedures and can perform a variety of administrative tasks. The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Requirements

Knowledge of basic accounting procedures
Effective communication skills and organizational skills required
Solid planning and organizational skills
Strong communication skills and a team mentality are necessary for successful job performance
Proficient at using standard desktop applications such as Microsoft Office, Excel, and Word; ADP/CDK dealership business system experience is preferred
Attention to detail
Self-motivated; able to effectively prioritize tasks and organize schedule
Excellent interpersonal skills to establish working relationships with multiple departments and various levels of the organization
A high school diploma and/or GED required; or a combination of education, training or experience that provides the required knowledge, skill and abilities
At least two years general accounting, clerical, and administrative knowledge required

Nice To Haves

Two years of inventory control or logistics experience preferred

Responsibilities

Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission
Places orders for relevant materials and supplies and assists with placing all orders in the system
Serves as customer point of contact in person and by phone as needed
Receives and refers visitors and telephone callers, ensuring these individuals are directed to the proper department with the dealership
Converts PDC product to direct ship and place orders to be shipped direct from the vendor or cross docked from a HOLT warehouse
Loads cross references in the business system for direct ship and alternate source parts
Provides supporting documentation for month-end accruals related to purchasing
Cross-trains for posting responsibilities
Ensures G/L coding is correct on accounts payable prior to submission to Finance and Accounting Department
Ensures all accounts payable invoices have a PO in the business system prior to submission
Transmits accounts payable invoices to Finance and Accounting Department
Responsible for parts maintenance updates (e.g. pricing, super sessions, etc.) and any other parts information deemed relative
Responsible for printing and creating stock orders daily
Requires regular and punctual employee attendance
Works safely always and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
Performs other duties as assigned and fulfill responsibilities as requested