Service and Parts Coordinator

Valley Truck Centers•Medina, OH

About The Position

The Service and Parts Coordinator supports a truck rental and leasing fleet by sourcing, ordering, receiving, stocking, issuing, and tracking parts needed to maintain and repair trucks, tractors, trailers, and related equipment. The position also assists the location service manager with service administrative responsibilities when not handling parts ordering, stocking, or receiving. The role helps maximize fleet availability, minimize equipment downtime, control parts costs, and ensure maintenance personnel have the parts required to complete repairs efficiently. Responsibilities include maintaining inventory of heavy- and medium-duty truck parts, trailer parts, filters, fluids, tires, and maintenance supplies; purchasing parts from approved suppliers; coordinating with vendors, mechanics, and technicians; supporting preventive maintenance, repairs, roadside service, and accident-related repairs; and maintaining accurate inventory, purchasing, and parts-usage records. The coordinator also helps prioritize parts for out-of-service rental and lease vehicles, keeps storage areas organized and safe, and processes returns and warranty claims.

Requirements

High school diploma or equivalent.
At least 2 years of experience in a service or parts coordination role, preferably in the automotive or truck industry.
Demonstrated experience managing inventory and coordinating logistics in a fast-paced environment.
Experience providing customer service and handling client inquiries effectively.
Strong organizational skills and ability to manage multiple tasks and priorities efficiently.
Excellent verbal and written communication skills for professional interaction with clients and team members.
Proficiency in inventory management software and Microsoft Office Suite.
Ability to analyze and solve problems effectively, with a focus on customer satisfaction.
Detail-oriented, with a strong commitment to accuracy and quality.
Ability to work independently and collaboratively within a team.
Ability to identify parts using VINs, vehicle specifications, component serial numbers, parts catalogs, and electronic parts lookup systems.

Nice To Haves

Associate degree or higher in business administration, logistics, or a related field.
Familiarity with automotive or truck parts and services.

Responsibilities

Maintain accurate inventory of heavy-duty and medium-duty truck parts, trailer parts, filters, fluids, tires, and maintenance supplies.
Receive, inspect, label, stock, and issue parts to technicians and maintenance personnel.
Monitor inventory levels and establish appropriate minimum and maximum stock quantities.
Conduct regular cycle counts and physical inventory audits.
Identify obsolete, slow-moving, damaged, and excess inventory.
Source and purchase OEM, aftermarket, and remanufactured parts from approved suppliers.
Obtain competitive pricing and verify parts availability, delivery times, warranty coverage, and return policies.
Build and maintain relationships with truck dealerships, parts distributors, and other vendors.
Track backorders and expedite critical parts to minimize vehicle downtime.
Review invoices and purchase orders for accuracy.
Identify correct parts using VINs, truck specifications, component serial numbers, parts catalogs, and electronic parts lookup systems.
Work with mechanics and technicians to identify parts needed for preventive maintenance and repairs.
Support scheduled maintenance, emergency repairs, roadside service, and accident-related repairs as needed.
Assist with service work orders as needed.
Coordinate parts availability for trucks and trailers entering the shop.
Track parts used on individual fleet units and repair orders.
Prioritize parts availability for out-of-service rental and lease vehicles.
Maintain organized parts storage and efficient parts distribution to technicians.
Assist with tracking parts costs by vehicle, repair order, and maintenance category.
Identify common parts and opportunities to reduce purchasing costs in support of fleet standardization.
Maintain accurate inventory transactions, purchase orders, receipts, and parts usage records in the company’s maintenance or inventory management system.
Ensure parts are properly stored and the parts room remains clean, organized, and safe.
Follow company purchasing procedures, safety policies, and environmental requirements.
Process vendor returns, warranty claims, and core returns.
Assist the location service manager with service administrative responsibilities when not ordering, stocking, or receiving parts.