Fleet Parts & Inventory Logistics Specialist

City of Fairfax•Va 22030, VA

1d•Onsite

About The Position

This is specialized logistical and supply coordination work that supports the operational continuity of the City of Fairfax's fleet services. The Fleet Parts & Inventory Logistics Specialist is responsible for sourcing, tracking, distributing, and documenting automotive parts, fuel, and supplies to ensure efficient repairs and uninterrupted fleet readiness. This position serves as the critical link between internal staff, vendors, and city departments, and provides supervisory support in the absence of the Automotive Parts Supervisor. Work involves negotiating pricing, receiving and issuing automotive, truck, transit, public safety, construction, and heavy equipment parts and supplies; maintaining accurate inventory records for over $1 million in parts and supplies; ensuring fuel deliveries and compliance reporting; and supporting both daily operations and emergency responses such as 24/7 snow events. The role requires initiative, professionalism, and attention to detail to manage time-sensitive logistics across city departments.

Requirements

High school diploma or GED equivalent is required.
A minimum of three (3) years of experience in fleet logistics, automotive parts coordination, or inventory control in a municipal or commercial fleet environment.
Demonstrated experience in procurement, warehousing, and vendor coordination is essential.
Experience operating a forklift and handling heavy materials safely is required.
Minimum one (1) year of experience utilizing cloud-based fleet management software to manage inventory, work orders, invoicing, fuel inventory, and fleet records.
Ability to operate a forklift and safely handle materials up to 150 lbs.
Ability to input, retrieve, and manage data using digital systems and paper records.
Ability to review and verify invoices, statements, and delivery documents for accuracy.
Ability to read maps, delivery instructions, and navigate vendor locations.
Strong time management and organizational skills, with the ability to multi-task and prioritize under pressure.
Effective verbal and written communication skills, with the ability to explain technical issues in simple terms to vendors or internal stakeholders.
Ability to follow oral and written instructions and adhere to city safety protocols and procedures.
Ability to work independently as a proactive self-starter and also collaborate cooperatively in a team environment.
Ability to adapt to new technologies and evolving logistics practices in a dynamic fleet environment.
Ability to work overtime, rotating shifts, or during emergency operations as required.
Ability to safely operate and maneuver light- and medium-duty trucks, trailers, and fleet support vehicles in accordance with City policies and safe driving practices.
Must possess and maintain a valid state issued driver’s license, with a satisfactory driving record that meets the City of Fairfax’s policy standards.

Nice To Haves

A combination of education, certifications, and professional experience that provides the necessary knowledge, skills, and abilities to perform the job effectively may be considered in lieu of specific experience.
ASE Medium – Heavy Truck Parts Specialist – P1.
APWA Public Fleet Management Certificate.
Training or certification in fleet management, inventory control, logistics, procurement, or supply chain operations.
ASE Automobile Parts Specialist – P2 (or ability to obtain within eighteen months of hire).
Forklift Operator Certification (ability to complete a city offered course within six months of hire).
ASE Level 1 xEV High Voltage Safety (or ability to obtain within twelve months of hire).
Class A, B, and C Underground Storage Tank (UST) Operator Certification (or ability to obtain within six months of hire).

Responsibilities

Coordinates the procurement, stocking, and distribution of automotive and heavy equipment parts, supplies, and tools to support all city departments.
Verifies incoming orders for accuracy in pricing, quantities, part numbers, and quality; negotiates with vendors when discrepancies occur or better pricing is needed.
Enters, tracks, and maintains data in the fleet management system, including inventory balances, work order linkage, and parts usage logs.
Researches part availability, sources alternate vendors when needed, and confirms delivery timelines to avoid service delays.
Receives, unloads, inspects, and distributes shipments for Fleet and Property Yard operations; communicates deliveries to appropriate staff.
Fills in for the Automotive Parts Supervisor during absences, ensuring operational continuity and oversight of parts workflow.
Transports parts and materials to and from vendors and city facilities across the Washington/Baltimore metro area.
Prepares and reconciles daily, weekly, and monthly inventory reports for parts, tires, fuel, and shop supplies.
Maintains fuel island operations, including daily inspections, compliance documentation, fuel ordering, and reporting.
Tracks invoices and ensures purchases are compliant with contract pricing and city procurement policies.
Supports lifecycle inventory programs, including disposal of obsolete stock and updates to the fleet system.
Procures small tools and equipment in support of fleet operations; researches new products and prices as requested.
Assists in managing contracts for uniforms, shop consumables, and vendor-supplied services for property yard.
Issues PPE gear, janitorial supplies, and shop support materials to departments across the City.
Maintains strong vendor and interdepartmental relationships to ensure timely coordination and service delivery.
Supports 24/7 emergency operations such as snow response by participating in rotating shifts and coordinating supply logistics.
Participates in annual and periodic inventory counts; ensures data accuracy and proper stockroom organization.
Assists with uniform and laundry programs by maintaining distribution records, resolving discrepancies, and ensuring service continuity.
Maintains a clean and organized parts room, inventory spaces, and supply areas.
Processes procurement card (P-Card) purchases, maintains weekly transaction reconciliations, and uploads invoices and supporting documentation into the Tyler Munis financial system for accurate recordkeeping and payment processing.
Performs other related duties as assigned, which may include night or weekend work depending on operational need.