Parts Clerical - Kearny Mesa Ford/Kia

Parts Clerical - Kearny Mesa Ford/Kia

Non - Exempt

Job Summary:

The Parts Clerical is responsible for providing administrative support within the parts department at an automotive dealership. This role involves managing inventory, processing orders, assisting with parts requests, maintaining accurate records, and ensuring smooth communication between the parts department and other dealership departments (e.g., service, sales). The position requires strong organizational skills, attention to detail, and a customer-focused approach.

Essential Functions:

• Maintain accurate records of parts and supplies on hand by performing regular stock counts, checking stock levels, and ensuring proper organization of parts in the inventory system.
• Process orders for parts and supplies based on inventory needs and requests from technicians, customers, or the service department.
• Verify incoming parts shipments against order forms to ensure accuracy and update inventory records as parts are received.
• Label and organize parts according to established systems to ensure easy access and tracking.
• Assist in processing parts orders for customers, ensuring that orders are accurate, complete, and delivered on time.
• Input parts data, customer orders, and inventory changes into the dealership’s inventory management system accurately.
• Prepare and process invoices for parts sales, ensuring that all information is correct before finalizing the transactions.
• Assist in parts identification and retrieval by using the dealership’s parts catalog or online databases to look up part numbers, descriptions, and availability.
• Provide assistance to customers (either in person or over the phone) by answering questions about parts availability, pricing, and order status.
• Collaborate with the service department to ensure timely delivery of parts required for vehicle repairs. Communicate with the sales department regarding parts needed for new or used vehicle inventory.
• Notify customers when special orders have arrived or when there are issues with availability or delays in shipping.
• Organize and maintain accurate records of parts inventory, orders, and transactions, ensuring compliance with dealership and regulatory standards.
• Assist with processing warranty claims for parts, ensuring proper documentation and compliance with manufacturer requirements.
• Assist in generating periodic reports on parts sales, inventory levels, and other departmental data for management review.
• Perform routine office tasks, including filing, photocopying, scanning, and answering phone calls.
• Help schedule appointments for parts pickups and coordinate with service staff to manage parts-related service schedules.
• Draft and send emails, letters, and other communications to customers and vendors regarding orders, parts availability, or back orders.
• Ensure the parts department workspace is clean, organized, and free from clutter, making it easier to locate parts and materials.
• Follow safety protocols for handling parts, chemicals, and equipment to ensure a safe working environment for all staff and customers.
• Maintain satisfactory attendance.
• Performs other related duties as assigned.

Supervisory Responsibilities:

• None

Qualifications:

Minimum Qualifications:

• Ability to lift up to 15 pounds.
• Ability to perform all essential functions of the job description.

Preferred Qualifications:

• Clerical or administrative experience; automotive parts.
• Ability to keep detailed and accurate records of parts inventory, orders, and transactions.
• Comfort with entering data into inventory management systems, using spreadsheets, and other office software (e.g., Microsoft Office).
• Precision and accuracy are important for ensuring that parts are correctly identified and ordered.
• Excellent verbal and written communication skills to effectively interact with customers, coworkers, and vendors.
• Ability to address customer concerns or issues with parts orders, inventory discrepancies, or delays.
• Strong commitment to providing excellent service and maintaining positive customer relationships.
• Familiarity with parts catalogs, both physical and digital, to locate parts and check availability.
• Experience with dealership or inventory management software is a plus.

Physical Demands: 

• Frequently stands, walks, sits; uses hands; frequently reaches with hands and arms; frequently talks and hears.
• Occasionally climbs or balances; occasionally stoops, kneels, crouches, squats or crawls; occasionally lifts up to 15 pounds.
• Prolonged periods sitting at a desk and working on a computer.

Environment/Noise: 

• Office/dealership setting.
• Climate controlled.

Noise level is moderate to loud.