Fleet Service Coordinator/ Parts Specialist

Rea Landscape Management•Charleston, SC

7d•Onsite

About The Position

The Fleet Services Coordinator is responsible for overseeing the Fleet Services Division, ensuring mechanics have the necessary parts, tools, and supplies to minimize equipment downtime. This role manages purchasing, inventory control, vendor relationships, warranty, recalls, tracking, and parts cost management, while maintaining an organized and efficient parts operation. Additionally, the position optimizes shop workflow, schedules routine service, maintains records, and ensures compliance with DOT and FMCSA requirements. This role replaces the traditional Fleet Services Assistant by focusing on inventory management, purchasing, and operational efficiency within the Fleet Services Department.

Requirements

2–4 years of fleet, automotive, diesel, or heavy equipment parts/mechanics experience
Strong organizational skills
Good computer skills, familiar with Google programs
Experience with inventory management systems
Valid driver's license
Ability to lift up to 50 pounds

Nice To Haves

Experience with heavy-duty trucks and landscape equipment
Knowledge of diesel engines, hydraulics, brake, trailers, and small engines
Experience with Collective Data or similar fleet management software
Purchasing or procurement experience
Forklift certification (or willingness to obtain)

Responsibilities

Maintain accurate inventory of all fleet parts, shop supplies, and consumables.
Establish and maintain minimum/maximum inventory levels.
Conduct weekly cycle counts and monthly inventory audits.
Monitor obsolete, damaged, and slow-moving inventory.
Organize warehouse and parts room for maximum efficiency.
Label and barcode inventory where applicable.
Maintain cleanliness and organization of all storage areas.
Purchase parts, shop supplies, fluids, tires, and equipment.
Obtain competitive pricing from vendors.
Develop and maintain preferred vendor relationships.
Negotiate pricing and discounts.
Verify correct parts are ordered the first time.
Expedite emergency orders to reduce equipment downtime.
Monitor backorders and proactively communicate delays.
Build strong relationships with suppliers.
Monitor vendor pricing.
Evaluate vendor performance.
Process vendor returns.
Manage core returns.
Track credits and refunds.
Ensure warranty claims are submitted promptly.
Coordinate warranty replacements.
Coordinate preventative maintenance, repairs, inspections, and service schedules for all fleet vehicles and equipment.
Monitor vehicle status, registrations, inspections, and compliance requirements.
Utilize Pre and Post trip inspections to build work orders and track repairs.
Monitor and review work orders to ensure all the information is present and accurate.
Utilize programs and systems currently in place to ensure work flow is smooth and all needed data is accurate and accounted for.
Communicate regularly with drivers, techs, and supervisors regarding vehicle availability, service needs, and suggestions for improvement.
Maintain purchase records.
File warranties and invoices.
Reconcile packing slips with purchase orders.
Ensure inventory software remains accurate.
Utilize Collective Data to ensure accurate information on all assets.
Assist during annual inventory counts.
Assist with receiving deliveries.
Maintain tool inventory.
Monitor shop supply usage.
Coordinate tire inventory.
Assist during emergency breakdowns.
Help maintain a safe, organized parts warehouse.