Parts Specialist/Fleet Maintenance Administrator

Join Our Growing Team!

We are looking for a dependable, organized, and motivated individual to join our team in a multi-faceted role as a Parts Specialist / Fleet Maintenance Administrator.

This position will support the maintenance and repair operations of a large fleet of tree service equipment, commercial landscaping equipment, snow removal/plowing equipment, trucks, and trailers.

This is an important position within our operation, helping keep our fleet maintained, technicians supplied with the parts they need, vendor invoices processed, repair orders accurately documented, and daily shop operations running smoothly.

The ideal candidate will be detail-oriented, computer-savvy, comfortable multitasking, and able to manage responsibilities ranging from parts ordering and inventory to invoice processing, repair order management, and administrative duties.

JOB RESPONSIBILITIES

Parts & Inventory Management

• Identify, source, and order parts for trucks, trailers, tree service equipment, landscaping equipment, and snow plow equipment.
• Coordinate parts needs with technicians and maintenance personnel.
• Maintain accurate parts inventory and organization.
• Track special orders, backorders, returns, and warranty parts.
• Communicate with vendors and suppliers to obtain parts availability and competitive pricing.
• Verify parts received against orders and ensure technicians have what they need to complete repairs efficiently.
• Monitor parts orders and follow up on outstanding or delayed items.
• Maintain accurate records of parts purchases and inventory transactions.

Repair Order Processing & Invoicing

• Enter and maintain accurate fleet, equipment, and repair order information in the computer system.
• Review completed repair orders for accuracy and completeness.
• Close out completed repair work orders.
• Prepare and process invoices for completed repair work, ensuring labor, parts, materials, and other charges are accurately recorded.
• Verify parts pricing, labor charges, and related costs before finalizing invoices.
• Maintain accurate equipment maintenance and repair history.
• Track repair costs and assist with maintaining accurate fleet maintenance records.

Data Entry, Vendor Invoices & Administrative Duties

• Receive, review, process, and enter vendor parts invoices into the computer system.
• Match vendor invoices with purchase orders and parts received to ensure accuracy.
• Review vendor invoices for pricing discrepancies and resolve issues as needed.
• Process purchase orders and maintain accurate purchasing records.
• Organize and maintain electronic and paper records.
• Ensure all information is entered accurately and in a timely manner.
• Assist with tracking equipment maintenance, repair costs, and parts expenses.
• Provide general administrative support to the maintenance and repair departments as needed.

QUALIFICATIONS

• Previous experience in automotive, truck, heavy equipment, landscaping equipment, or fleet maintenance preferred.
• Experience in a parts department, repair shop, or maintenance facility is a plus.
• Familiarity with trucks, trailers, tree service equipment, commercial landscaping equipment, or snow plow equipment is beneficial.
• Knowledge of parts identification and ordering preferred.
• Experience processing vendor invoices, purchase orders, and accounts payable is a plus.
• Experience with repair order processing, work order closing, or service department billing preferred.
• Comfortable using computers and learning repair order, inventory, and business management software.
• Strong data entry skills and numerical accuracy.
• Excellent communication and organizational skills.
• Ability to multitask, prioritize, and manage multiple responsibilities.
• Ability to work independently and take initiative.
• Dependable, detail-oriented, and self-motivated.
• Positive attitude and strong work ethic.

WHAT WE OFFER

• Competitive pay based on experience.
• Stable employment with a growing company.
• Team-oriented work environment.
• Opportunity for long-term growth and advancement.
• Benefits and paid time off.

THE IDEAL CANDIDATE

We are looking for someone who understands the importance of keeping a large fleet and maintenance operation organized and running efficiently.

This person will play an important role in supporting our technicians and maintenance departments by coordinating parts, maintaining accurate inventory, processing vendor invoices, managing repair order paperwork, and ensuring completed work orders are properly closed and invoiced.

The right candidate will take ownership of their responsibilities, stay organized, pay attention to detail, and be able to manage multiple priorities throughout the day.

We are looking for someone who doesn't wait to be told what needs to be done, but takes initiative, stays ahead of the workload, and takes pride in keeping operations running smoothly.

If you are organized, dependable, computer-savvy, and enjoy being an important part of a busy fleet maintenance operation, we would love to hear from you!

APPLY TODAY AND BECOME PART OF OUR GROWING TEAM!