Fleet Service Coordinator/ Parts Specialist

Position Summary

The Fleet Services Coordinator is responsible for the overseeing of the Fleet Services Division.  Ensuring mechanics have the right parts, tools, and supplies available to minimize equipment downtime. This position oversees purchasing, inventory control, vendor relationships, warranty, recalls, tracking, and parts cost management while maintaining an organized, efficient parts operation that supports the entire fleet. This position will also be responsible for optimising shop workflow, scheduling routine service work, maintaining service and vehicle records, and ensuring all DOT and FMCSA requirements pertaining to the vehicles are being met and maintained. 

This role replaces the traditional Fleet Services Assistant by focusing specifically on inventory management, purchasing, and operational efficiency within the Fleet Services Department. 

Primary Responsibilities

Parts Inventory Management

• Maintain accurate inventory of all fleet parts, shop supplies, and consumables.


• Establish and maintain minimum/maximum inventory levels.


• Conduct weekly cycle counts and monthly inventory audits.


• Monitor obsolete, damaged, and slow-moving inventory.


• Organize warehouse and parts room for maximum efficiency.


• Label and barcode inventory where applicable.


• Maintain cleanliness and organization of all storage areas.

Purchasing & Procurement

• Purchase parts, shop supplies, fluids, tires, and equipment.


• Obtain competitive pricing from vendors.


• Develop and maintain preferred vendor relationships.


• Negotiate pricing and discounts.


• Verify correct parts are ordered the first time.


• Expedite emergency orders to reduce equipment downtime.


• Monitor backorders and proactively communicate delays.

Vendor Management

• Build strong relationships with suppliers.


• Monitor vendor pricing


• Evaluate vendor performance.


• Process vendor returns.


• Manage core returns.


• Track credits and refunds.


• Ensure warranty claims are submitted promptly.


• Coordinate warranty replacements.

Fleet Service Coordination

• Coordinate preventative maintenance, repairs, inspections, and service schedules for all fleet vehicles and equipment


• Monitor vehicle status, registrations, inspections, and compliance requirements


• Utilize Pre and Post trip inspections to build work orders and track repairs


• Monitor and review work orders to ensure all the information is present and accurate


• Utilize programs and systems currently in place to ensure work flow is smooth and all needed data is accurate and accounted for


• Communicate regularly with drivers, techs, and supervisors regarding vehicle availability, service needs, and suggestions for improvement.
  

Administrative Duties

• Maintain purchase records.


• File warranties and invoices.


• Reconcile packing slips with purchase orders.


• Ensure inventory software remains accurate.


• Utilize Collective Data to ensure accurate information on all assets


• Assist during annual inventory counts.

Shop Operations Support

• Assist with receiving deliveries.


• Maintain tool inventory.


• Monitor shop supply usage.


• Coordinate tire inventory.


• Assist during emergency breakdowns.


• Help maintain a safe, organized parts warehouse.

Key Performance Indicators

• Fleet availability and uptime


• Preventative maintenance completion rates


• Vehicle downtime reduction


• Recall completion


• Warranty recovery rate


• Inventory accuracy 


• Parts procurement lead times


• Maintenance cost control


• Purchase order accuracy


• Work order accuracy


• Regulatory compliance performance


• Safety and operational efficiency metrics

Qualifications

• 2–4 years of fleet, automotive, diesel, or heavy equipment parts/mechanics experience


• Strong organizational skills


• Good computer skills, familiar with Google programs


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• Experience with inventory management systems


• Valid driver's license


• Ability to lift up to 50 pounds

Preferred

• Experience with heavy-duty trucks and landscape equipment


• Knowledge of diesel engines, hydraulics, brake, trailers, and small engines


• Experience with Collective Data or similar fleet management software


• Purchasing or procurement experience


• Forklift certification (or willingness to obtain)

Skills & Competencies

• Inventory management


• Purchasing and negotiation


• Attention to detail


• Vendor relationship management


• Cost analysis


• Organization and planning


• Communication


• Time management


• Problem solving


• Customer service mindset for supporting mechanics


• Willingness to learn new systems


• Ability to work in a shop environment