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, supporting the Shop Manager with parts acquisition, purchasing, inventory, and vendor relations while also handling shop administration. The role helps keep equipment repaired on time and on budget and ensures vehicle fleet records and compliance items are maintained. The work is split between a shop/parts room and an office. The position requires lifting and carrying up to 50 pounds, and standing, walking, bending, and climbing ladders for long periods. The employee may be exposed to shop noise, fumes, dust, and outdoor weather when receiving or checking parts, and must follow safety rules and wear required PPE in the shop.

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.
Highly organized, with strong attention to detail and accuracy.
Able to set priorities and handle frequent switching 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 pounds and to stand, walk, bend, and climb ladders for long periods.
Ability to work around shop noise, fumes, dust, and outdoor weather when receiving or checking parts, and to follow 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 maintenance and repairs.
Obtain and compare vendor quotes, considering price and lead time, and select best-value sources.
Track and expedite open orders for urgent or critical parts.
Process warranty claims, core returns, and returns of incorrect or defective parts.
Organize parts storage areas; receive, inspect, and log incoming parts against packing slips and purchase records.
Issue parts to technicians and charge them to the appropriate work order, unit, or job.
Set stock levels and reorder points for frequently used parts.
Conduct annual physical inventory counts, reconcile discrepancies, and resolve them.
Maintain relationships with parts dealers, suppliers, and service vendors; negotiate pricing, terms, and discounts and set up vendor accounts.
Monitor vendor performance for price, delivery, and quality.
Match invoices to receiving records and resolve billing problems with vendors.
Support budgeting by forecasting parts needs for upcoming maintenance.
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.
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.
Follow shop safety rules and wear required PPE.