Parts & Maintenance Coordinator - Entry Level Data Entry

The Parts & Maintenance Coordinator keeps our equipment fleet running by tracking parts, logging maintenance work, and keeping service records accurate. This is an entry-level role focused on data entry and organization. You will support the shop and field crews so mechanics spend their time on repairs, not paperwork.

Key Responsibilities

Parts & Inventory

• Enter parts requests, purchase orders, and receipts into the inventory or maintenance system
• Receive, label, and shelve incoming parts; match deliveries to packing slips and POs
• Track stock levels and flag low inventory for reorder
• Request quotes and follow up with vendors on order status and backorders
• Code parts invoices to the correct equipment unit and job

Maintenance Records

• Log completed work orders, repairs, and mechanic labor hours
• Keep service history up to date for each piece of equipment, vehicle, and trailer
• Schedule and track preventive maintenance (oil changes, inspections) by hours or mileage
• Enter equipment hour-meter and odometer readings from field reports
• Maintain DOT, annual inspection, and registration records and flag upcoming expirations

General Data Entry & Admin

• Keep spreadsheets and the equipment database accurate and current
• File and scan invoices, work orders, and inspection reports
• Run simple reports on parts spend, open work orders, and upcoming service
• Answer phones and route questions between the shop, field, and office
• Perform other duties as assigned

Qualifications

Required

• High school diploma or GED
• Accurate, fast data entry with strong attention to detail
• Basic computer skills, including Microsoft Excel and Outlook
• Organized and able to manage several tasks at once
• Clear communication with mechanics, field staff, and vendors
• Valid driver's license (for occasional parts pickups)

Preferred

• 0–2 years in data entry, inventory, purchasing, or office support
• Familiarity with heavy equipment, trucks, or automotive parts
• Experience with a maintenance or inventory software system
• Interest in growing into a parts manager or equipment coordinator role

Physical Requirements & Work Environment

• Split between a shop office and the parts room or yard
• Able to lift and carry up to 50 lbs (parts boxes, filters, tires)
• Able to stand, walk, bend, and climb shelving ladders
• Exposure to shop noise, outdoor weather, and equipment fumes
• Safety gear (boots, vest, glasses) required in the shop and yard

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $20 - $23