Parts Manager/Shop Administrator- Heavy Civil Infrastructure

S&B Usa•Brownsville, PA

About The Position

The Parts Manager / Shop Administrator keeps the shop supplied and organized, helping the Shop Manager keep equipment repaired on time and on budget and ensuring the vehicle fleet remains in compliance. The role is split evenly between parts management and shop administration. Parts work includes purchasing and sourcing parts and supplies, controlling inventory, managing vendor relationships, and tracking costs. Administrative work includes managing work orders and maintenance records, maintaining equipment and fleet files, providing office support, and preparing reports.

Requirements

High school diploma or GED.
At least 3 years of experience in parts management, parts counter work, or purchasing, ideally in heavy equipment, construction, fleet, or automotive.
Working knowledge of equipment parts, part numbers, and cross-referencing.
Proficiency in Microsoft Office, especially Excel and Outlook.
Valid driver's license with a clean driving record.
Strong organization, attention to detail, and accuracy.
Ability to set priorities and switch frequently between parts and office work.
Clear communication with technicians, vendors, managers, and Accounting.
Good negotiation and problem-solving skills.
Ability to work independently and meet deadlines.
Ability to lift and carry up to 50 lbs and to stand, walk, bend, and climb ladders for extended periods.
Must follow shop safety rules and wear required PPE.

Nice To Haves

Associate's degree or coursework in business, supply chain, or a related field.
Experience with fleet maintenance or inventory software, such as Viewpoint.
Familiarity with DOT and OSHA recordkeeping.

Responsibilities

Order parts, filters, fluids, tires, tools, and shop supplies for scheduled maintenance and repairs.
Obtain quotes, compare price and lead time, select value-focused sources, track open orders, and expedite urgent or critical parts.
Process warranty claims, core returns, and returns of incorrect or defective parts.
Organize parts storage; receive, inspect, and log incoming parts against packing slips and purchase records.
Issue parts to technicians and charge them to the correct work order, unit, or job.
Set stock levels and reorder points for frequently used parts; conduct annual physical inventory counts and resolve discrepancies.
Build and maintain relationships with dealers, suppliers, and service vendors; negotiate pricing, terms, and discounts and establish new vendor accounts.
Monitor vendor price, delivery, and quality performance.
Match invoices to receiving records and resolve billing issues; forecast parts needs to support budgeting.
Open, assign, track, and close work orders, ensuring labor, parts, and notes are complete.
Maintain fleet-unit maintenance histories in shop maintenance or fleet software; track preventive maintenance schedules and alert the Shop Manager when service is due.
Maintain fleet files, including registrations, insurance cards, and inspection records, and track renewal dates for registrations, DOT annual inspections, IFTA/IRP, and other applicable items.
Code and route shop invoices and expense reports to Accounting.
Answer phones and emails, schedule outside repairs, and coordinate equipment and parts transportation with the logistics manager.
Order office supplies.
Prepare weekly and monthly reports on open work orders, equipment downtime, maintenance costs, and upcoming renewals.
Assist the Shop Manager with special projects, budgets, and process improvements; track capital repair projects.