What are the responsibilities and job description for the Parts & Service Administrator position at ALVEST EQUIPMENT SERVICES USA?
COMPANY INTRODUCTION
AES, an Alvest Group company, is a leading provider of Ground Support Equipment (GSE) solutions, delivering customized services that help airports, airlines, and ground handlers operate safely and efficiently. Leveraging a highly skilled workforce, advanced technology, and proven processes, AES offers equipment rental and leasing, fleet management, maintenance programs, refurbishment services, pre-owned equipment sales, and expert consulting. With a commitment to quality, reliability, and operational excellence, AES combines technical expertise and supply chain efficiency to maximize equipment uptime, optimize fleet performance, and support customer operations worldwide.
Now offering FLIGHT BENEFITS for exclusive airfare savings along with hotel and rental car discounts!
COMPANY BENEFITS
- Flight benefits that include savings on airfare, hotel and rental cars
- Medical, Dental and Vision
- Company Provided Short Term and Long-Term Disability Insurance
- Company Paid Life Insurance & Accidental Death and Dismemberment
- 10 Paid Holidays Your Birthday
- PTO – Minimum 3 weeks per year
- Annual Profit-Sharing Bonus
- 401(K) and Roth Matching
- Employee Assistance Program
- Tuition Reimbursement
- Free Safety Shoes and Prescription Safety Glasses
POSITION SUMMARY:
The Parts and Service Administrator at AES plays a crucial role in representing the company's core values in interactions with our valued customers. This position focuses primarily on supply chain management, including purchasing, invoicing, and maintaining spare parts inventory. Supporting air-side maintenance shops, the Parts and Service Administrator ensures the accurate and efficient completion of administrative tasks, maintains comprehensive service records, and upholds the integrity of the parts database.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Administration and Maintenance Activity Support:
(Other duties may be assigned and are not limited to the following)
- Assist with invoicing and office management tasks as directed by Supervisor or Manager.
- Perform data entry in the system as required to support administrative functions. Data entry is required.
- Maintain accurate records of service history and parts usage.
- Assist in generating the work orders for the Technicians and checking the available inventory for the upcoming assignment.
- Assist management with completed work orders by checking for part usage accuracy.
- Assist in generating reports and gathering data as needed.
Inventory Management:
- Order necessary parts from approved vendors and suppliers.
- Collaborate with technicians and vendors to identify required parts.
- Generate and manage purchase orders, ensuring accuracy and completeness.
- Follow up with vendors on order status, delivery times, and discrepancies.
- Maintain accurate records of parts inventory, including receiving, stocking, and location control.
- Conduct regular inventory cycle counts and reconcile discrepancies.
- Manage and maintain proper inventory stock levels based on utilization and upcoming work orders.
- Ensure proper labeling and storage of parts to maintain a well-organized inventory system.
- Research and establish local vendors as needed to meet part supply demands.
QUALIFICATIONS AND EXPERIENCE:
To perform this job successfully, the individual must have good verbal and written communication. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- High school diploma or equivalent.
- 2 years of related experience and a broad knowledge of ERP systems.
- 2 years of purchasing experience
- Inventory management knowledge required.
OTHER SKILLS AND ABILITIES:
- Computer and office programs knowledge (Excel, Word, PowerPoint, Outlook)
- Strong organizational skills with meticulous attention to detail
- Strong ethical practices
- Composure under pressure
- Excellent verbal and written communication skills
- Strong interpersonal skills and the ability to build and maintain customer relationships.
- Ability to work both as a team and/or independently
- Ability to adapt to changing priorities and thrive in a dynamic, fast-paced environment
- Must be able to properly lift weights exceeding 50 pounds.
- Must be able to read and speak the English language
- Must have a valid driver’s license
- Legally authorized to work in the United States