Parts Coordinator

Description

Job Title: Parts Coordinator

Location: Bridgeview, IL

Department: Maintenance

Reports To: Sr Director of Fleet and Maintenance Operations

FLSA Status: Full Time/Non-Exempt

Job Purpose

The Parts Coordinator is responsible for managing the inventory of parts and supplies needed for the maintenance and repair of the company’s fleet. This role includes sourcing, ordering, receiving, storing, and efficiently distributing parts. The Parts Coordinator ensures that mechanics have the correct parts on hand to carry out timely and effective repairs while maintaining accurate inventory records.

Duties and responsibilities

• Maintain an organized and efficient parts inventory.
• Track parts usage and ensure that essential parts are readily available for mechanics.
• Regularly monitor stock levels and reorder parts to avoid shortages, ensuring minimal downtime for fleet repairs.
• Conduct periodic physical inventory counts and reconcile discrepancies between physical and system inventory.
• Order parts and supplies based on the needs of the shop, working closely with mechanics and the shop supervisor to determine required items.
• Source parts from approved vendors, ensuring cost-effectiveness and timely delivery.
• Keep track of back-ordered items and follow up with suppliers to ensure prompt delivery.
• Receive incoming parts shipments, verify the quantity and condition of items against purchase orders.
• Inspect parts for quality and damage before they are added to the inventory.
• Ensure proper documentation is completed for each part received, including invoices, packing slips, and warranty information.
• Issue parts to mechanics as needed, ensuring they have the right parts for repairs and maintenance tasks.
• Track the parts issued and return any unused parts to inventory in a timely manner.
• Maintain accurate records of parts orders, inventory levels, and parts issued, using computerized inventory management systems.
• Keep track of warranties and return policies for parts and ensure that defective parts are returned or replaced while working with the warranty administrator.
• Document and track costs of parts used for each vehicle or repair job to assist in invoicing and budgeting.
• Ensure that the parts storage area is organized, clean, and safe.
• Label and store parts properly to ensure easy access and prevent damage.
• Keep the parts area compliant with safety regulations, ensuring proper handling and storage of hazardous materials such as oils, chemicals, and batteries.
• Collaborate with mechanics, shop supervisors, and fleet managers to ensure the timely availability of parts for scheduled repairs and unscheduled breakdowns.
• Communicate with external suppliers to follow up on orders, delays, or issues with parts.
• Assist in coordinating repairs with the rest of the shop staff to ensure seamless workflow.
• Follow all safety procedures when handling parts, tools, and equipment.
• Ensure compliance with safety standards regarding storage of hazardous materials, such as oils, fuels, and lubricants.
• Other duties as assigned.
• Utilize various computer programs to search for parts and interact with different suppliers.
  
  

Requirements

Skills and Qualifications

• Technical Knowledge: Basic understanding of truck parts, diesel engines, and vehicle repair processes.
• Organizational Skills: Strong ability to organize and manage inventory, ensuring parts are properly stored and accounted for.
• Attention to Detail: Accuracy in managing parts records and ensuring correct parts are issued.
• Communication Skills: Ability to effectively communicate with mechanics, shop staff, and suppliers.
• Problem-Solving: Ability to troubleshoot issues related to parts availability and sourcing.
• Computer Skills: Proficient with inventory management software, as well as Microsoft Office or other administrative tools.
• Customer Service Orientation: Providing efficient, friendly, and helpful service to internal customers (mechanics, shop staff).
• Physical Stamina: Ability to lift heavy parts and supplies, and work in a physically demanding environment.
  
  

High school diploma or equivalent (additional technical training or certification in parts management is a plus).

1-2 years of experience in parts management, inventory control, or a related field (preferably in a trucking, automotive, or mechanical environment).

Familiarity with automotive or trucking parts and repair processes is preferred.

Valid driver’s license (CDL is a plus but not required).

Working conditions

• None: The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).
  
  

Physical requirements

• Ability to Lift and Carry: Must be able to lift and carry heavy objects, such as tools, equipment, and materials, typically weighing up to 50 lbs or more, depending on the task.
• Standing and Walking: Must be capable of standing, walking, and moving around the building for extended periods. This includes performing tasks in various areas such as floors, roofs, and mechanical rooms.
• Climbing and Stooping: Ability to climb ladders, scaffolding, or stairs, and to stoop, kneel, or crouch to access equipment, fixtures, or maintenance areas.
• Manual Dexterity: Must possess the manual dexterity necessary to handle and operate tools, equipment, and machinery, as well as perform small repairs and adjustments to systems and building fixtures.
• Physical Stamina: Must be able to perform physically demanding tasks, such as cleaning, lifting, and repairing, over extended periods.
• Balance and Coordination: Must have good balance and coordination for tasks such as climbing ladders, working at heights, or moving equipment across uneven surfaces.
• Vision and Hearing: Must have the ability to see clearly for inspection and repair purposes, and the ability to hear and respond to alarms or other sounds related to maintenance needs.