Key Responsibilities and Required Skills for Warehouse Parts Clerk

🎯 Role Definition

The Warehouse Parts Clerk is responsible for accurate parts inventory management, efficient order fulfillment, and excellent parts counter/customer support in a fast-paced warehouse or service parts environment. This role combines hands-on receiving, picking, packing and shipping tasks with inventory reconciliation, parts cataloging, and frequent interaction with technicians, procurement, and external customers. Ideal candidates are detail-oriented, experienced with warehouse management systems (WMS/ERP), and comfortable operating warehouse equipment such as forklifts and RF scanners.

📈 Career Progression

Typical Career Path

Entry Point From:

Warehouse Associate / Material Handler
Parts Counter Representative / Sales Associate
Shipping & Receiving Clerk

Advancement To:

Parts Supervisor / Lead Parts Clerk
Inventory Control Supervisor / Inventory Analyst
Logistics Coordinator or Purchasing/Procurement Specialist

Lateral Moves:

Shipping & Receiving Supervisor
Customer Service Specialist (Parts)
Field Service Parts Coordinator

Core Responsibilities

Primary Functions

Receive incoming parts shipments, inspect packaging and part numbers against purchase orders and packing slips, document discrepancies, and escalate damaged or missing items to the supervisor or purchasing team.
Accurately count and verify parts during receiving and put-away using RF scanners and a warehouse management system (WMS), ensuring that location codes and bin labels are updated immediately.
Pick parts for service orders and customer orders with high accuracy, stage parts for shipment, and prepare complete packing lists and shipping documentation to meet SLA and carrier requirements.
Cycle count designated inventory locations and participate in scheduled physical inventories, reconcile count discrepancies, create discrepancy reports, and investigate root causes to reduce shrinkage.
Manage parts returns (RMA) processing: inspect returned parts, update inventory status (repairable, re-stockable, scrap), and process credits or warranty claims per company policy.
Maintain an organized, labeled parts stockroom including kitting, bin replenishment, shelf labeling, and FIFO/FEFO rotation protocols to reduce part obsolescence and ensure quick retrieval.
Operate forklifts, pallet jacks, and other material handling equipment safely and efficiently to move palletized parts between receiving, storage, staging, and shipping areas.
Process pick tickets and work orders in the ERP/WMS (e.g., SAP, Oracle, NetSuite), update order statuses, and notify internal stakeholders and customers of order completion or delays.
Coordinate outbound shipments with freight carriers and third-party logistics (3PL) providers, prepare BOLs, select carriers by cost/speed, and track shipments until delivery confirmation.
Prepare and create packing slips, invoices, and export documentation as required; ensure parts are packaged to prevent damage and meet any hazardous materials or shipping regulations.
Identify, label, and maintain slow-moving and obsolete inventory records; recommend disposition actions (return-to-vendor, liquidation, internal use) to management to optimize working capital.
Support technicians and sales representatives at the parts counter by quickly locating parts, providing part number cross-references, and advising on stock availability and lead times.
Enter and update parts master data including part numbers, descriptions, unit of measure, vendor cross-references, core charges, and pricing in the ERP to maintain catalog accuracy.
Monitor inventory KPIs such as fill rate, inventory accuracy, days of inventory on hand (DOH), and backorder levels; prepare weekly reports and propose corrective actions to improve performance.
Handle warranty claim documentation and vendor chargebacks: verify warranty eligibility, prepare claim packets, and follow up with vendors to secure credits or replacements.
Stage parts for field service dispatches and special projects, coordinate with fleet/field teams for bulk shipments, and ensure correct labeling, manifests, and delivery instructions.
Perform quality inspections on critical or serialized parts, record serial numbers and lot codes, and maintain traceability records as required for recalls or regulatory compliance.
Support vendor returns, exchanges, and core returns shipments including coordination of carrier pickups, RMA paperwork, and tracking to resolution.
Maintain a safe work environment by following OSHA and company safety protocols, conducting daily housekeeping in parts areas, and participating in safety meetings and training.
Assist with procurement tasks such as generating low-stock alerts, placing replenishment orders for frequently used parts, and liaising with purchasing to expedite critical parts.
Train and mentor junior parts clerks and temporary staff on parts identification, WMS usage, picking best practices, and safety procedures to ensure consistent operational standards.
Troubleshoot inventory system variances by reviewing transaction history, receiving logs, and pick confirmations; propose process improvements to reduce recurring discrepancies.
Support seasonal surges or special inventory projects such as bin relocations, facility moves, or system migrations, including hands-on physical work and data cleanup in the WMS.

Secondary Functions

Provide exceptional customer service to internal stakeholders (service technicians, procurement, sales) and external customers by answering inquiries on part availability, pricing, and delivery timelines.
Create and maintain clear, searchable part photos and diagrams in the parts catalog to facilitate faster identification and reduce order errors.
Assist the procurement team by flagging long lead-time parts and suggesting alternative vendors or substitute part numbers to minimize service downtime.
Maintain continuous improvement mindset: participate in Kaizen or 5S events to streamline parts flow, reduce travel time, and enhance picking efficiency across the warehouse.
Collaborate with accounting on invoicing discrepancies, returns credits, and ensuring cost of goods and inventory balances reconcile at month-end.
Support IT or system administrators during WMS/ERP upgrades and mobile device deployments by validating parts transactions and testing pick/receive workflows.

Required Skills & Competencies

Hard Skills (Technical)

Proficient with Warehouse Management Systems (WMS) and ERP systems such as SAP, Oracle, NetSuite, Infor, or Epicor for receiving, picking, and inventory transactions.
Experience using RF handheld scanners and barcode systems for real-time inventory updates and cycle counting.
Forklift operation and certification (sit-down, reach truck, or counterbalance) and safe operation of pallet jacks and other material handling equipment.
Solid knowledge of shipping processes, carrier selection, Bills of Lading (BOL), and preparing export/import documentation when required.
Strong inventory control skills including cycle counting, variance reconciliation, stock replenishment and FIFO/FEFO stock rotation principles.
Ability to interpret parts diagrams, OEM cross-reference guides, and SKU numbering systems to accurately identify parts and substitutes.
Proficient in MS Excel for inventory reporting, pivot tables, VLOOKUP/XLOOKUP, basic formulas, and ad-hoc data reconciliation.
Familiarity with returns (RMA) workflows, warranty claim processing, vendor chargebacks, and core return tracking.
Basic understanding of hazardous material (HAZMAT) labeling and shipping requirements when handling regulated parts.
Experience with kitting, staging, and preparing parts for field service or assembly work orders.

Soft Skills

High attention to detail with a strong focus on accuracy in picking, counting, and data entry to minimize shipping errors and inventory shrink.
Excellent organizational skills and the ability to prioritize tasks during peak periods while maintaining SLA commitments.
Strong communication skills for interacting with technicians, vendors, carriers, and internal stakeholders in a service-driven environment.
Problem-solving mindset to investigate discrepancies, propose root-cause solutions, and implement preventive measures.
Customer-focused attitude with professional demeanor when supporting parts counter customers and resolving order issues.
Team player who can train peers, adapt to changing priorities, and contribute to continuous improvement initiatives.
Time management and reliability: ability to meet deadlines and manage multiple orders or tasks simultaneously.
Adaptability to evolving systems, processes, and seasonal workflow changes.
Integrity and accountability for maintaining accurate inventory records and secure handling of serialized or high-value parts.
Physical stamina and safety-conscious behavior for frequent walking, lifting, bending, and warehouse environment work.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent (GED)

Preferred Education:

Associate degree or technical certificate in Logistics, Supply Chain, or Business Administration
Certifications such as Certified Logistics Associate (CLA), OSHA forklift certification, or inventory control coursework

Relevant Fields of Study:

Logistics and Supply Chain Management
Inventory Control and Warehouse Operations
Business Administration / Operations Management

Experience Requirements

Typical Experience Range:

1 to 5 years of hands-on experience in parts, warehouse, or inventory roles

Preferred:

2+ years specifically in parts clerking, automotive/heavy equipment parts, or aftermarket parts distribution with demonstrated proficiency in WMS/ERP systems and cycle counting practices.