Service and Parts Coordinator

Position Summary

We are seeking an experienced, detail-oriented Parts Person to support our truck rental and leasing fleet. This individual will be responsible for sourcing, ordering, receiving, stocking, issuing, and tracking stock parts required to maintain and repair our trucks, tractors, trailers, and related equipment.  This person will also assist location service manager with service administrative responsibilities when not order, stocking or receiving parts.

The ideal candidate has experience with commercial truck parts, fleet maintenance, inventory control, and parts purchasing. This position plays an important role in maximizing fleet availability, minimizing equipment downtime, controlling parts costs, and ensuring our maintenance team has the parts needed to complete repairs efficiently. 

Essential Duties and Responsibilities

Parts Inventory and Control

·         Maintain accurate inventory of heavy-duty and medium-duty truck parts, trailer parts, filters, fluids, tires, and maintenance supplies.

·         Receive, inspect, label, stock, and issue parts to technicians and maintenance personnel.

·         Monitor inventory levels and establish appropriate minimum and maximum stock quantities.

·         Conduct regular cycle counts and physical inventory audits.

·         Identify obsolete, slow-moving, damaged, and excess inventory.

Parts Purchasing and Vendor Management

·         Source and purchase OEM, aftermarket, and remanufactured parts from approved suppliers.

·         Obtain competitive pricing and verify availability, delivery times, warranty coverage, and return policies.

·         Build and maintain relationships with truck dealerships, parts distributors, and other vendors.

·         Track backorders and expedite critical parts to minimize vehicle downtime.

·         Review invoices and purchase orders for accuracy.

Fleet Maintenance Support

·         Identify correct parts using VINs, truck specifications, component serial numbers, parts catalogs, and electronic parts lookup systems.

·         Work closely with mechanics and technicians to identify parts needed for preventive maintenance and repairs.

·         Support scheduled maintenance, emergency repairs, roadside service, and accident-related repairs as needed.

·         Assist with service work orders as needed.

·         Coordinate parts availability for trucks and trailers entering the shop.

·         Track parts used on individual fleet units and repair orders.

Rental and Leasing Operations

·         Prioritize parts availability for out-of-service rental and lease vehicles.

·         Help reduce vehicle downtime by ensuring critical maintenance parts are available.

·         Maintain organized parts storage and efficient parts distribution to technicians.

·         Assist with tracking parts costs by vehicle, repair order, and maintenance category.

·         Support fleet standardization by identifying common parts and opportunities to reduce purchasing costs.

Recordkeeping and Safety

·         Maintain accurate inventory transactions, purchase orders, receipts, and parts usage records in the company's maintenance or inventory management system.

·         Ensure parts are properly stored and that the parts room remains clean, organized, and safe.

·         Follow company purchasing procedures, safety policies, and environmental requirements.

·         Process vendor returns, warranty claims, and core returns.

Qualifications

Required Education:
- High school diploma or equivalent; an associate degree or higher in business administration, logistics, or a related field is preferred.

Required Experience:
- Minimum of 2 years of experience in a service or parts coordination role, preferably within the automotive or truck industry.
- Proven track record of managing inventory and coordinating logistics in a fast-paced environment.
- Experience with customer service and handling client inquiries effectively.

Required Skills and Abilities:
- Strong organizational skills with the ability to manage multiple tasks and priorities efficiently.
- Excellent communication skills, both verbal and written, to interact professionally with clients and team members.
- Proficiency in inventory management software and Microsoft Office Suite.
- Ability to analyze and solve problems effectively, with a focus on customer satisfaction.
- Detail-oriented with a strong commitment to accuracy and quality in all tasks.
- Ability to work independently as well as collaboratively within a team environment.
- Familiarity with automotive or truck parts and services is a plus.