Parts Order Representative

Job Description

Job Description

Parts Order Representative

Department:

Parts/Acc - 171039

Reports to:

Parts Sales Manager

Location:

CORPORATE HEADQUARTERS - NC

Position Status:

Full Time

Status:

NON-EXEMPT (HOURLY)

Management Level:

NON-MANAGEMENT

JOB SUMMARY

The Parts Order Representative is to support the parts sale orders placed by Dealers within a designated territory and other team members, via using multiple software systems to ensure timely and accurate fulfillment and potentially supporting sales efforts in programs or campaigns. Expediting all invoices properly and interacting with dealers professionally, either by face-to-face, email, or on the phone. The Parts Order Representative facilitates the sale, sourcing, and distribution of parts or equipment components. They assist dealers to help identify parts using catalogs/software, manage inventory, process orders, and handle returns or terminations, supporting the Territory Sales Manager (TSM) &

Field Service Managers (FSM) in the field, and will ensure accurate, timely delivery to service technicians or dealerships.

KEY RESPONSIBILITIES OF JOB

• Greet and answer inquiries, provide price quotes, and use technical knowledge to recommend parts.
• Create, process, and maintain parts sales orders and accounts in accordance with requirements determined by Parts Sales Manager (PSM)
• Assist in the maintenance of vendor drop ship sales orders from creation through the billing/invoice process.
• Parts Sales Order maintenance and inventory item maintenance as needed with Procurement.
• Maintain effective email and verbal communications and relationships with all dealers.
• Coordinate with Dealership to ensure accuracy of sales orders with regular open order maintenance.
• Expedite past due items through email communication with Procurement.
• Support the Parts Sales Manager, Coordinators, and Leads on operational projects as needed.
• Assist with administrative needs and annual returns when required.
• Initiate new dealer protocol upon notifications from Dealer Development.
• Review receipts & invoices to confirm accuracy with purchase orders for payment approvals.
• Document all discrepancies back to the designated Coordinator to assist in obtaining resolutions.
• Assist in all necessary documentation for dealer receipts, clearance entry, and system setup.
• Crosstrain through the department to assist in coverage and support of the team.
• Research, report, and resolve discrepancies with all Dealers. (shortages, overages, damages, etc)

EDUCATIONAL AND PHYSICAL REQUIREMENTS

• High school diploma or GED, with 1–3 years of experience in customer service or similar experience.
• Effective interpersonal skills for assisting customers and working with service technicians.
• Effective professional communications, including written and verbal skills.
• Strong attention to detail, organizational skills, proficiency in computer systems, critical thinking, problem-solving, and time management.
• Ability to collaborate and work with a team as well as to self-manage.
• Proficiency with inventory software, catalogs, and, not required but a plus, specific automotive or machinery knowledge
• Proficiency to learn multiple platforms, such as but not limited to: MS Office, CRM, SAP, SharePoint, DPCS, WMS, etc.