Parts Business Coordinator

Position Summary

The Parts Sales & Business Coordinator provides essential operational support to the Parts organization through customer account administration, office coordination, document management, and business process support. This role serves as a primary point of contact for incoming communications, maintains customer account records, supports accounting-related activities, and ensures efficient execution of daily business operations.

Essential Responsibilities

Customer & Business Support

• Answer, screen, and direct incoming telephone calls in a professional and timely manner.
• Take and relay messages to appropriate team members.
• Monitor shared email inboxes and respond to or route requests as needed.
• Process customer account changes, including updates to customer information, contacts, billing details, and account maintenance requests.
• Run credit reports and collect supporting documentation for new customer account applications.
• Set up new customer accounts and maintain accurate customer records within company systems.

Parts & Sales Operations Support

• Provide administrative and operational support to the Parts Sales team.
• Coordinate communication and information flow between customers, sales representatives, and internal departments.
• Assist with special projects and process improvement initiatives that support business objectives.

Document Management

• Scan, organize, and electronically file business documents.
• Accurately label and index documents to ensure they are searchable and easily retrievable.
• Maintain document organization and compliance with company record retention practices.

Freight Accounting & Reporting Support

• Review shipping reports for accuracy and completeness.
• Apply appropriate coding to shipping-related transactions and documentation.
• Partner with Accounting to resolve discrepancies and ensure proper recordkeeping.
• Maintain supporting documentation for reporting and audit purposes.

Office Operations

• Order and maintain office supplies and materials.
• Create and coordinate FedEx shipments and other business-related deliveries.
• Support general office operations to ensure an efficient and professional work environment.
• Assist visitors, employees, and business partners as needed.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in office operations, customer service, business support, sales support, or a related role.
• Proficiency in Microsoft Outlook, Excel, Word, and other business systems.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred

• Experience with ERP, CRM, or customer account management systems.
• Experience processing customer account setups and credit applications.
• Familiarity with shipping, logistics, or accounting support functions.
• Experience supporting a sales organization.

Key Competencies

• Customer Focus
• Organization & Prioritization
• Attention to Detail
• Communication Skills
• Problem Solving
• Accountability
• Team Collaboration
• Professionalism & Confidentiality