Receptionist/Parts Administrator

Ballard Truck Center•West Springfield, MA

6d•Onsite

About The Position

The Receptionist / Parts Administrator serves as the first point of contact for customers, vendors, and visitors, creating a professional and welcoming experience both in person and over the phone. This position supports the daily operations of the front office by performing a variety of administrative and customer service functions while also serving as the administrative support for the Parts Department, including parts ordering, inventory support, parts returns, and related documentation.

Requirements

High school diploma or equivalent
Minimum of one year of experience in a receptionist, customer service, administrative, accounting support, parts, or dealership environment
Familiarity with basic office procedures and accounting support
Strong organizational skills and attention to detail
Excellent verbal and written communication skills
Ability to follow directions and work collaboratively across departments
Positive, professional demeanor with a strong customer service orientation
Proficiency in Microsoft Office, including Excel, Word, and Outlook

Nice To Haves

Experience with CDK

Responsibilities

Greet customers, vendors, and visitors in a professional and courteous manner
Answer and direct incoming telephone calls promptly, respond to general inquiries when appropriate, and accurately relay messages to the appropriate individual or department
Communicate with callers in a friendly, efficient, and professional manner while minimizing hold times and providing excellent customer service
Maintain a clean, organized, and professional front desk area
Process daily cash receipts and customer payments
Scan and electronically file parts invoices, service repair orders, and other company records in accordance with established procedures
Distribute incoming mail and process outgoing mail
Provide administrative support to other departments and the corporate office as needed.
Process daily parts orders
Assist the Parts Manager with weekly stock orders
Match packing lists with invoices and billing documentation
Track billed-but-not-received and received-but-not-billed parts
Follow department procedures to resolve discrepancies involving shipments, invoices, or inventory
Assist with processing parts returns and obtaining appropriate vendor credits
Properly document and record inventory adjustments
Approve and electronically forward matched purchase orders and invoices to the Accounting Department in a timely manner
Assist the Parts Manager with month-end responsibilities and ensure deadlines are met.
Assist with scheduled physical parts inventories
Follow all company policies, manufacturer requirements, established procedures, and applicable laws and regulations