The Parts Admin is responsible for providing administrative and operational support to the Parts Department. This role ensures accurate documentation, timely processing of parts transactions, proper inventory monitoring, and efficient coordination with service, sales, and warehouse teams.

Key Responsibilities

1. Documentation & Transaction Processing

• Prepare, encode, and process parts-related documents such as request forms, purchase orders, pull-out slips, delivery receipts, and invoices.
• Ensure accuracy and completeness of all parts transactions in the system.
• Assist in processing warranty parts and coordinating documentation with the Warranty Officer.

2. Inventory Monitoring

• Assist in tracking stock levels, fast-moving and slow-moving parts, and replenishment needs.
• Assist in monthly, quarterly, and annual inventory counts.
• Monitor and record incoming and outgoing parts to avoid discrepancies.

3. Customer & Interdepartmental Assistance

• Coordinate with the Service Department for parts availability needed for repairs.
• Support the Parts Advisor in handling customer inquiries and requests.
• Provide timely updates to concerned departments on parts status and expected delivery.

4. Reporting & Record Management

• Maintain organized digital and physical records of parts transactions.
• Prepare daily, weekly, and monthly reports such as stock movement, parts requests, and pending orders.
• Ensure that the system’s parts database is updated and error-free.

5. Compliance & Operational Support

• Follow company policies and standard operating procedures related to parts handling.
• Ensure all documents are properly filed and audit-ready.
• Support other tasks assigned by the Parts Supervisor or Branch Manager.

Qualifications

• Graduate of Business Administration, Office Administration, or any related course.
• Experience in automotive parts, logistics, inventory, or administrative support is an advantage.
• Strong attention to detail, organization skills, and accuracy in encoding.
• Proficient in MS Office (Excel, Word) and inventory systems.
• Good communication and teamwork skills.
• Ability to work in a fast-paced environment with minimal supervision.