Parts Clerk

JLT Trucking is seeking an experienced Parts Clerk to support the maintenance and repair of its Class 6–8 truck fleet. This position is responsible for ordering, receiving, organizing, issuing, and tracking parts while maintaining accurate inventory records and adhering to company purchasing procedures and established budgets.

The Parts Clerk works closely with technicians, maintenance supervisors, and vendors to ensure the correct parts are available when needed, reduce equipment downtime, and maintain an organized and accountable parts operation.

Primary Responsibilities

Parts Identification and Ordering

• Identify the correct parts using vehicle identification numbers, unit numbers, manufacturer catalogs, diagrams, and electronic parts systems.
• Source and order parts for engines, transmissions, drivetrains, brakes, suspensions, steering, electrical systems, hydraulics, fuel systems, and aftertreatment systems.
• Verify part numbers, specifications, compatibility, quantities, and availability before ordering.
• Obtain vendor quotes and compare pricing, quality, warranty coverage, and delivery times.
• Prepare purchase orders and obtain required approvals before making purchases.
• Track open orders, backorders, and delivery dates; communicate delays to maintenance leadership.
• Coordinate urgent parts requests to support breakdown repairs and fleet readiness.

Inventory Management

• Maintain accurate inventory quantities, part descriptions, pricing, and storage locations in Fleetio or the company’s designated inventory system.
• Establish and maintain minimum and maximum stocking levels with maintenance management.
• Monitor frequently used parts and replenish stock before shortages occur.
• Perform routine cycle counts and scheduled physical inventories.
• Investigate inventory discrepancies and submit adjustments for approval.
• Identify obsolete, excess, damaged, and slow-moving inventory.
• Maintain clearly labeled bins, shelves, and storage areas.
• Rotate stock appropriately and follow storage requirements for fluids, batteries, chemicals, and other materials.
• Control access to inventory and help prevent loss, waste, and unauthorized parts use.

Receiving and Issuing Parts

• Inspect incoming shipments for correct items, quantities, condition, and accuracy against purchase orders and packing slips.
• Report shortages, shipping damage, and incorrect deliveries promptly.
• Enter received parts into inventory and place them in designated storage locations.
• Issue parts to technicians and accurately charge them to the correct vehicle, unit, or work order.
• Record parts transactions promptly, including quantities issued, returned, transferred, or exchanged.
• Stage parts for scheduled preventive maintenance and repairs.
• Process unused parts returns and maintain accurate inventory balances.
• Track cores, warranty parts, and vendor returns; ensure credits are received and documented.

Budget and Purchasing Accountability

• Adhere to company budgets, purchasing limits, and approval requirements.
• Monitor parts spending and report unusual expenses or potential budget overruns.
• Avoid unnecessary purchases, duplicate orders, and excessive stocking.
• Verify invoices against approved purchases and received quantities.
• Resolve pricing discrepancies and assist with invoice reconciliation.
• Pursue available credits, warranties, and approved purchasing discounts.
• Maintain complete records of purchases, returns, credits, and inventory adjustments.

Shop Support and Administration

• Communicate parts availability and order status to technicians and supervisors.
• Coordinate parts pickup and delivery, including driving company vehicles when assigned.
• Maintain professional relationships with vendors and address service or product concerns.
• Keep the parts room, receiving area, and related workspaces clean, orderly, and safe.
• Follow company safety procedures when handling, lifting, and storing parts.
• Prepare inventory, purchasing, backorder, and spending reports as requested.
• Support maintenance planning by identifying parts needed for upcoming repairs and services.
• Perform other related duties assigned by the Fleet Maintenance Manager.

Required Qualifications

• Valid driver’s license and ability to meet company requirements for operating company vehicles.
• Previous parts experience in the heavy-duty trucking industry, specifically with Class 6–8 trucks.
• Working knowledge of heavy-duty truck components and maintenance terminology.
• Ability to identify parts accurately through catalogs, diagrams, VINs, and electronic lookup systems.
• Experience with ordering, receiving, issuing, inventory control, and vendor returns.
• Strong organization, attention to detail, and basic math skills.
• Ability to use computers, email, spreadsheets, and inventory or fleet maintenance software.
• Ability to prioritize requests and communicate effectively with technicians, supervisors, and vendors.
• Dependability and accountability when handling company inventory and purchasing funds.

Preferred Qualifications

• Experience using Fleetio or a similar fleet maintenance and inventory platform.
• Experience supporting a commercial fleet maintenance shop.
• Familiarity with purchase orders, invoice reconciliation, core tracking, and warranty claims.

Physical and Work Requirements

• Ability to work in a parts room and maintenance shop environment.
• Ability to stand, walk, bend, reach, and handle parts throughout the workday.
• Ability to safely move parts and supplies, using lifting equipment or assistance when needed.
• Ability to perform local parts pickups and deliveries.
• Availability to work the assigned schedule and support operational needs.