Job Summary
We are seeking a highly motivated and customer-focused individual to join our team as a Parts Counter Associate. You will be responsible for providing exceptional service to our customers and technicians and ensuring their needs are met in a timely and efficient manner. This is a dual department role and will report directly to the Branch Manager. You will maintain a close working relationship with parts personnel, service personnel, shop technicians, field technicians and sales department.
Duties
- Record all sales and/or customer transactions that occur.
- Maintain adequate and accurate parts inventory assigned.
- Maintain inventory for service vans.
- Responsible for entering all parts used to complete job on work order.
- Assist in keeping parts department clean and orderly.
- Assisting with ASEC certification and sustainment.
- Supplies Service Technicians with parts as required.
- Determine replacement parts required, according to inspections of old parts, customer requests, or customers' descriptions of malfunctions.
- Processes cores, warranties, and new return merchandise as required.
- Required to lift 40 to 50 lbs on a regular basis.
Scheduling & Dispatching
- Schedule and dispatch service calls to field technicians based on priority, location, and skillset
- Adjust schedules in real-time to accommodate emergency calls, delays, or changes
- Monitor daily technician workload to maximize efficiency and productivity
- Reassign work as needed to meet service commitments
- Effectively communicating needed repairs to Shop and Field Technicians
- Keeps Service and Field Technicians on task with customer needs.
Customer Communication
- Serve as primary point of contact for incoming service calls and requests
- Gather accurate details from customers to create work orders
- Provide estimated scheduling timelines and follow up on service status
- Address customer concerns and escalate issues when necessary
- Generate quote(s) to customers for service work
- Manage and provide follow up on open service quotes
Work Order & Documentation Management
- Create, update, and manage service work orders
- Ensure all required information (labor, parts, notes) is accurately recorded
- Track job progress and ensure timely completion and close-out
- Coordinate with accounting or admin on proper documentation and billing readiness
Coordination with Internal Teams
- Communicate with technicians regarding schedules, job details, and changes
- Coordinate with Sales on upcoming deliveries, installs, or service needs
- Support branch manager with scheduling visibility and workload planning
Operational Support
- Help balance preventative maintenance, emergency repairs, and backlog work
- Assist in improving scheduling processes and efficiency
- Maintain organized service calendar and dispatch system
- Assist in managing Toyota UIO list and PM list
Qualifications:
- High school diploma or equivalent required; associate's degree preferred
- Previous experience in customer service or related field is a plus
- Excellent communication skills, both verbal and written
- Strong problem-solving abilities and attention to detail
- Proficient in using computer systems and software, including data entry skills
- Ability to effectively manage supplier relationships is desirable
Skills and Abilities
- Ability to prioritize and manage multiple service requests simultaneously
- Strong attention to detail and accuracy with work orders and schedules
- Problem-solving skills and ability to adapt quickly to changes
- Professional and positive communication with customers and team members
- Maintain and implement personal workspace safety and cleanliness requirements as directed by company policy and ASEC 5s standards.
- Ability to work in a fast-paced, team-oriented environment
- Communicate positively and courteously with staff and customers.
We offer competitive pay and benefits package for this position. This is a full-time role with opportunities for career growth within our organization. If you are a dedicated individual with excellent customer service skills, we would love to hear from you. Apply today to join our team as a Parts Counter Associate!
Pay: $24.00 - $29.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
Work Location: In person
