Fleet Support Specialist

Tidy Services•Salem, VA

5d•$16 - $20

About The Position

The Fleet Support Specialist provides day-to-day parts, inventory, recordkeeping, and administrative support to Tidy Services’ Fleet Department and maintenance shop. The role helps mechanics stay productive by sourcing and tracking parts, receiving and organizing inventory, maintaining accurate Fleetio records, processing core returns and warranty documentation, following up with vendors, and supporting the Fleet Manager with reports and other fleet-related administrative work. This is a support position, not a supervisory or mechanic role. The Fleet Support Specialist does not direct mechanics, set repair priorities, make final technical repair decisions, or independently approve major purchases. The position reports to the Fleet Manager and works closely with the Shop Foreman, mechanics, Accounting, vendors, and other Tidy departments. It is responsible for keeping fleet parts, inventory, purchasing records, credits, and administrative information accurate, organized, and current.

Requirements

High school diploma or equivalent.
Strong computer and data-entry skills.
Ability to learn and accurately use Fleetio and other company software.
Ability to research parts using vehicle identification numbers, equipment serial numbers, part numbers, catalogs, photographs, measurements, and online vendor resources.
Ability to accurately match parts, invoices, receipts, credits, and work orders.
Strong attention to detail and commitment to accurate recordkeeping.
Ability to organize and maintain parts, inventory, records, and multiple open orders.
Ability to prioritize work and follow tasks through to completion.
Ability to recognize missing information and ask appropriate follow-up questions.
Ability to communicate clearly and professionally with vendors, mechanics, supervisors, managers, and Accounting.
Ability to work independently while following established purchasing and approval procedures.
Basic mathematical ability for quantities, pricing, discounts, freight, taxes, credits, and invoice reconciliation.
Ability to safely lift, move, receive, and organize routine parts and shop supplies.
Ability to work in both an office and active maintenance-shop environment.
Dependable attendance and consistent follow-through.
Strong commitment to accuracy, organization, documentation, accountability, teamwork, and responsible use of company funds.

Nice To Haves

Previous experience in parts, inventory, purchasing, warehouse operations, fleet administration, automotive service, equipment maintenance support, or a related field.
Experience with Microsoft Excel, Google Sheets, or similar spreadsheet programs.
Basic understanding of automotive, truck, equipment, or mechanical parts terminology.
Current and valid driver’s license.

Responsibilities

Receive parts requests from the Fleet Manager, Shop Foreman, and authorized mechanics.
Research and identify parts using vehicle identification numbers, equipment serial numbers, manufacturer information, part numbers, photographs, measurements, and other available information.
Source parts and supplies through approved vendors and compare relevant factors such as price, availability, shipping cost, delivery time, and warranty coverage.
Obtain required approval before purchasing, place approved orders, and accurately document order details.
Track open orders, backorders, delivery dates, partial shipments, and vendor delays; follow up with vendors and communicate significant delays, availability issues, or cost changes.
Receive and verify incoming parts and supplies, label and stage them for the correct vehicle, equipment unit, work order, or mechanic, and coordinate returns of incorrect, damaged, defective, duplicate, or unused parts.
Track pending vendor credits and confirm that expected credits are received.
Coordinate local parts pickups or deliveries when assigned and authorized.
Maintain accurate parts and supply inventory records in Fleetio and other assigned systems, recording receipts and assigning issued parts to the correct vehicle, equipment unit, work order, department, or expense category.
Conduct physical cycle counts, investigate inventory discrepancies, and organize and label parts bins, shelves, storage areas, and stocked items.
Monitor stocking levels, prepare routine replenishment orders for approval, identify obsolete or excess inventory, and help determine routine stock needs based on usage and fleet requirements.
Help reduce emergency purchases, duplicate orders, lost parts, unnecessary inventory, and delays caused by inaccurate stock information.
Identify parts that may qualify for warranty coverage or require core returns; preserve and segregate warranty parts and cores and gather required supporting information.
Prepare and submit routine warranty documentation, track claims, coordinate core returns, and verify core credits, warranty reimbursements, and returned-part credits.
Notify the Fleet Manager about overdue claims, missed return deadlines, disputed or denied claims, and significant unresolved recoveries.
Enter and maintain accurate parts, vendor, purchasing, inventory, and work-order information in Fleetio and other assigned systems, including supporting documents and attachments.
Assist with creating or updating work orders as directed, review them for missing administrative information, and identify incomplete documentation for follow-up with the Shop Foreman or responsible mechanic.
Avoid changing technical repair information without accurate supporting information from the mechanic, Shop Foreman, or Fleet Manager.
Correct duplicate, outdated, incomplete, or inaccurate Fleetio records as directed and maintain organized records of open orders, returns, warranty claims, credits, and unresolved purchasing issues.
Maintain vendor contacts, account information, ordering procedures, catalogs, pricing information, and delivery details; handle routine vendor communications and refer significant disputes or strategic vendor decisions to the Fleet Manager.
Match invoices, packing slips, receipts, credits, and purchase records to the correct order, work order, vehicle, or department; identify billing errors and resolve routine discrepancies with vendors and Accounting.
Submit complete purchasing documentation to Accounting and maintain records supporting fleet-cost reporting and spending review.
Follow company purchasing, approval, documentation, and vendor-use requirements.
Prepare routine tracking lists and reports for the Fleet Manager covering orders, backorders, inventory discrepancies, cores, warranty claims, credits, spending, unassigned invoices or receipts, and incomplete work-order documentation.
Assist with fleet-data cleanup, record verification, monthly fleet reports, and gathering vehicle, equipment, parts, cost, vendor, repair, and inventory information.
Maintain orderly electronic and paper records, follow up on assigned tasks, and communicate unresolved issues, delays, missing information, and potential cost concerns to the Fleet Manager.
Respond to reasonable parts and information needs, help the shop team locate parts and supplies, attend fleet or shop-status meetings when requested, and communicate professionally with employees, vendors, and other departments.
Follow company safety requirements in parts-storage, receiving, maintenance-shop, and vehicle areas and protect confidential company, employee, vendor, pricing, and financial information.
Assist with other fleet administrative, parts, inventory, and recordkeeping projects assigned by the Fleet Manager.