Automotive Parts Administrator

Department: Operations

Reports To: Team Manager

Location: Alabang (On-site), Muntinlupa City, Metro Manila, Philippines

About Pinnacle Intelligence:

Pinnacle Intelligence is at the forefront of transforming the automotive retail industry. We provide AI-powered, sustainable, and scalable digital solutions that engage customers, accelerate sales growth, and elevate the auto retail value chain. Our mission is to revolutionize the automotive retail industry through intelligent technology, unlocking dealerships' full potential and setting new standards of efficiency, profitability, and market leadership. We are dedicated to powering the future of auto retail with AI, Data, and Automation, driven by intelligence at every turn.

Position Summary:

The Automotive Parts Administrator at Pinnacle Intelligence plays a crucial support role for our automotive dealership clients, focusing on the efficient and accurate administration of parts operations. This position is responsible for a variety of administrative tasks, including supporting parts ordering, managing inventory records, meticulously documenting parts transactions, and assisting with reconciliation processes. The Automotive Parts Administrator contributes directly to the smooth flow of parts, supporting service efficiency and ultimately contributing to the dealership's profitability through precise and compliant parts management.

Key Responsibilities:

1. Parts Ordering & Procurement Support:

• Assist dealership parts departments with processing, tracking, and expediting parts orders from various suppliers and manufacturers.

• Monitor order statuses, follow up on back-ordered parts, and coordinate delivery schedules to ensure timely parts availability.

• Communicate with suppliers regarding order discrepancies, returns, and credits.

2. Inventory Management Support:

• Accurately update and reconcile parts inventory records within the dealership's Dealer Management System (DMS) and other inventory tracking systems.

• Assist with identifying inventory discrepancies, performing adjustments, and supporting periodic cycle counts or audits remotely.

• Ensure proper coding and categorization of parts within the system.

3. Documentation & Record Keeping:

• Maintain comprehensive and organized electronic and physical records of all parts transactions, including purchase orders, invoices, shipping receipts, return authorizations, and core tracking.

• Verify the accuracy of parts information, pricing, and quantities in all documentation.

4. Invoicing & Reconciliation Support:

• Provide administrative support for parts invoicing processes, ensuring correct billing and coding.

• Assist in reconciling parts statements from suppliers against received goods and payments, identifying and resolving discrepancies.

• Track and process vendor credits and return material authorizations (RMAs).

5. Communication & Coordination:

• Serve as an effective liaison, communicating clearly with dealership service advisors, technicians, parts managers, and external vendors regarding parts availability, order status, and documentation.

• Provide support for parts inquiries from internal teams and dealership personnel.

6. Returns & Core Management:

• Process parts returns to manufacturers or suppliers, ensuring proper documentation and credit processing.

• Track and manage core charges, ensuring timely returns for credit.

7. Reporting & Analysis Support:

• Generate basic reports on parts inventory levels, turnover, aging, order status, or specific part requests to support dealership insights.

• Assist in analyzing parts data to identify trends or potential areas for operational improvement.

Skills & Qualifications:

Required:

• Experience: Minimum of 2-3 years of proven administrative experience, with at least 1-2 years specifically in an automotive parts department, or in a BPO role directly supporting automotive parts operations.

• Automotive Parts Knowledge: Foundational understanding of automotive parts terminology, common vehicle components, and basic dealership parts department operations.

• Attention to Detail & Accuracy: Exceptional attention to detail in data entry, record keeping, and reconciling parts information.

• Technical Proficiency: Proficient in using Dealer Management Systems (DMS) with a focus on parts modules (e.g., Reynolds & Reynolds, CDK Global, or similar), manufacturer parts portals, and Microsoft Office Suite (especially Excel for tracking and data management).

• Communication Skills: Excellent verbal and written communication skills to interact effectively with dealership staff, vendors, and internal teams.

• Organizational Skills: Strong ability to manage multiple tasks, prioritize work, and maintain highly organized digital and physical records.

• Problem-Solving: Ability to identify and assist in resolving discrepancies or issues related to parts orders, inventory, or documentation.

Preferred:

• Experience with advanced inventory management principles.

• Familiarity with various automotive brands' parts systems.

Why Join Pinnacle Intelligence?

Pinnacle Intelligence offers a unique opportunity to specialize in a critical area of automotive retail operations, contributing directly to the efficiency and profitability of our dealership clients. You will play a vital role in ensuring smooth parts flow and accurate inventory management. If you are a meticulous, detail-oriented professional with a strong background in automotive parts administration or a desire to specialize in this field, we encourage you to apply!