Vehicle Maintenance Coordinator

Pilgrim's•Mayfield, KY

About The Position

Key Responsibilities Inventory Control Maintain accurate inventory levels for vehicle parts, shop supplies, and consumables. Conduct regular cycle counts; reconcile discrepancies and update inventory system. Track usage trends and adjust min/max levels to prevent downtime and overstock. Ensure all received items are properly labeled, stocked, and recorded. Monitor warranty parts and core returns, ensuring timely processing. Procurement Purchase parts, shop supplies, and services from approved vendors. Build and maintain vendor relationships. Create and track purchase orders, verify invoices, and resolve discrepancies. Monitor delivery schedules and expedite urgent orders as needed. Service Writer / Maintenance Coordination Greet drivers or internal customers and document repair needs accurately. Create and manage work orders, ensuring all labor, parts, and notes are recorded. Schedule maintenance and repair work based on shop workload and urgency. Communicate status updates to drivers, supervisors, and management. Support technicians by ensuring parts availability and accurate documentation. Maintain compliance with safety regulations, DOT requirements, and company policies. Assist with preventive maintenance scheduling and vehicle service tracking.

Requirements

High school diploma or equivalent; technical or business coursework preferred.
Experience in inventory control, purchasing, or automotive/fleet maintenance.
Knowledge of vehicle components, repair processes, and maintenance scheduling.
Strong organizational skills with attention to detail and accuracy.
Proficiency in inventory or fleet management software (e.g. TMT).
Excellent communication and customer service skills.
Ability to prioritize tasks in a fast-paced shop environment.
Valid driver’s license (CDL a plus but not required).

Responsibilities

Maintain accurate inventory levels for vehicle parts, shop supplies, and consumables.
Conduct regular cycle counts; reconcile discrepancies and update inventory system.
Track usage trends and adjust min/max levels to prevent downtime and overstock.
Ensure all received items are properly labeled, stocked, and recorded.
Monitor warranty parts and core returns, ensuring timely processing.
Purchase parts, shop supplies, and services from approved vendors.
Build and maintain vendor relationships.
Create and track purchase orders, verify invoices, and resolve discrepancies.
Monitor delivery schedules and expedite urgent orders as needed.
Greet drivers or internal customers and document repair needs accurately.
Create and manage work orders, ensuring all labor, parts, and notes are recorded.
Schedule maintenance and repair work based on shop workload and urgency.
Communicate status updates to drivers, supervisors, and management.
Support technicians by ensuring parts availability and accurate documentation.
Maintain compliance with safety regulations, DOT requirements, and company policies.
Assist with preventive maintenance scheduling and vehicle service tracking.