Parts & Warehouse Specialist / Shipping & Receiving Clerk

Parts & Warehouse Specialist / Shipping & Receiving Clerk

Reports To: Parts Manager

Job Summary

The Parts & Warehouse Specialist is responsible for providing outstanding customer service and parts support while overseeing daily warehouse, shipping, and receiving operations. This position assists retail, fleet, wholesale, and internal customers with parts sales and fulfillment, maintains inventory accuracy, and ensures all incoming and outgoing shipments are processed efficiently and accurately. The role serves as a key link between customers, vendors, service technicians, and dealership departments to support overall operational success.

Key Responsibilities

Customer Service & Parts Sales

• Assist customers in identifying, sourcing, and purchasing truck parts.
• Provide accurate information regarding pricing, availability, and product compatibility.
• Process parts orders, returns, warranty claims, and core returns efficiently.
• Build and maintain strong relationships with retail, fleet, wholesale, and internal customers.
• Upsell and cross-sell OEM and aftermarket parts to maximize sales opportunities.
• Keep customers informed of order status, special-order items, and backorder ETAs.
• Coordinate with service and body shop departments to fulfill internal parts requirements.

Shipping & Receiving Operations

• Check all incoming and outgoing shipments for accuracy against packing slips, shipping invoices, vouchers, and backorders.
• Receive, inspect, unload, and process incoming freight shipments.
• Load and prepare outbound freight, returns, cores, customer deliveries, and vendor shipments.
• Report shipment shortages, damages, discrepancies, and freight issues promptly.
• Place special-order and will-call parts in designated locations for customer pickup.
• Notify appropriate personnel of critical parts received and freight-related concerns.
• Prepare and return surplus inventory, warranty parts, and cores to vendors for credit when applicable.
• Maintain productive relationships with carriers, freight companies, and delivery personnel.
• File and maintain shipping and freight documentation.

Inventory & Warehouse Management

• Serve as the primary warehouse team member responsible for daily warehouse operations.
• Check in all incoming parts and ensure accurate documentation in the dealership management system (DMS).
• Stock, organize, and maintain inventory in assigned warehouse locations.
• Assist with cycle counts, physical inventories, and inventory audits.
• Monitor inventory levels and communicate replenishment needs to the Parts Manager.
• Maintain inventory control procedures to support parts sales and service operations.
• Ensure warehouse and shipping/receiving areas remain clean, organized, and safe.
• Support efficient storage and material flow throughout the facility.

Collaboration & Communication

• Communicate effectively with service, body shop, sales, and parts personnel.
• Work closely with vendors and suppliers to verify parts availability, pricing, and delivery schedules.
• Coordinate with parts counter staff regarding critical inventory and special-order arrivals.
• Stay current on manufacturer updates, product information, and technical bulletins.

Documentation & Compliance

• Accurately enter orders, invoices, shipping records, inventory adjustments, and receiving transactions into the DMS.
• Maintain compliance with OEM requirements, dealership policies, safety procedures, and inventory control standards.
• Properly process warranty parts, freight documentation, and vendor credits.
• Ensure all shipping, receiving, and inventory records are complete and accurate.

Qualifications

• Previous experience in heavy-duty truck, automotive, equipment, warehouse, parts, shipping, or receiving operations preferred.
• Knowledge of inventory management and warehouse procedures.
• Strong customer service, communication, and organizational skills.
• Basic computer proficiency and ability to learn dealership management systems.
• Forklift certification or willingness to be trained.
• Ability to work independently and as part of a team in a fast-paced environment.

Physical Requirements

• Ability to stand, walk, and move throughout the parts department and warehouse for extended periods.
• Frequently lift, carry, and move items weighing up to 50 pounds; heavier items with assistance or equipment.
• Ability to bend, stoop, kneel, reach, and climb as required to access inventory.
• Manual dexterity to handle small parts and operate office and warehouse equipment.
• Ability to safely operate forklifts, pallet jacks, and other material-handling equipment.
• Ability to work in warehouse environments with exposure to varying temperatures, dust, and noise.
• Adequate vision and hearing to identify parts, read documentation, and communicate effectively.

Performance Expectations

Success in this position is measured by:

• Accuracy of shipping, receiving, inventory, and parts transactions.
• Timely fulfillment of customer and internal parts requests.
• Maintenance of inventory accuracy and warehouse organization.
• High levels of customer satisfaction and teamwork.
• Compliance with safety, operational, and dealership standards.
• Effective management of freight, vendor returns, and core processing activities.