Parts Aministrator

Summary/Objective 
The Parts Administrator coordinates the purchasing, ordering, inventory, and issuance of automotive parts and supplies for a fleet of light, medium, and heavy vehicles and equipment. This position ensures the right parts are available when needed at the best possible price, maintains accurate inventory records, and works closely with mechanics, shop supervisors, and the Fleet Manager to support efficient fleet maintenance operations. Work is performed under the general supervision of the Service Manager.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of the job.

- Safety and Compliance

- Assist in enforcing and maintaining safety policies and procedures within the Maintenance Facility.

- Ensure employees, vendors, visitors, and other personnel comply with applicable PPE and safety requirements.

- Maintain a clean, organized, and safe work area.

- Adhere to company policies, procedures, dress code, and applicable safety standards.

- Ensure the appropriate use, maintenance, and cleanliness of parts division equipment, tools, facilities, and other company resources.

- Parts, Inventory, and Materials Management

- Receive, inspect, handle, store, organize, issue, and distribute parts, supplies, and materials.

- Maintain accurate perpetual inventory records, stock objectives, storage quantities, and inventory surveys.

- Ensure the availability of required parts and supplies for vehicles, equipment, repairs, and deferred maintenance.

- Research parts and supplies using part/stock numbers, manufacturers, specifications, fabrication requirements, availability, substitutions, cost, and operational needs.

- Coordinate the ordering, purchasing, delivery, receipt, and distribution of required parts and supplies.

- Track shipping information and coordinate the pickup and/or delivery of parts as required.

- Package and ship assemblies for return, repair, or rebuild and coordinate disposal functions as needed.

- Prepare and maintain accurate computer and manual records documenting inventory, parts, supplies, and accountability.

- Work Orders and Maintenance Support

- Enter, update, and monitor work orders in the fleet management software to ensure accurate and timely documentation of parts, repairs, and maintenance activities.

- Keep work orders current and follow up on assigned tasks to support timely completion.

- Work closely with mechanics and maintenance personnel to assess parts and material needs and ensure the correct parts are available for the safe and effective operation of vehicles and equipment.

- Communicate directly with the Shop Supervisor, Fleet Manager, Service Manager, and maintenance personnel regarding repair parts, equipment needs, and maintenance requirements.

- Provide timely parts support to maintenance crews, including crews working in the field.

- Purchasing, Cost Control, and Vendor Management

- Coordinate purchasing and ordering activities with Procurement and Finance, as appropriate.

- Obtain competitive pricing and seek cost-effective purchasing opportunities while maintaining required quality and specifications.

- Assist with establishing, monitoring, and maintaining the parts and repair-parts budget.

- Review and comply with established purchasing policies, procedures, and budgetary standards.

- Establish and maintain effective relationships with suppliers, manufacturers, warehouse distributors, jobbers, dealers, sales representatives, and other vendors.

- Research and identify new vendors, alternative parts, and cost-saving opportunities.

- Streamline and maintain the request, approval, purchasing, tracking, and distribution processes for repair parts.

- Ensure invoices are accurately reviewed, closed, and submitted to Accounts Payable in a timely manner.

- Assist with accurate inventory reporting and reconciliation with the Finance Department.

- Records, Reporting, and Financial Accountability

- Maintain accurate records and documentation related to parts, inventory, purchases, expenditures, shipments, work orders, and repair activities.

- Work with the Service Manager and Finance Department to ensure timely and accurate accounting of expenditures and supporting documentation.

- Enter data and prepare reports to support management of the repair parts and inventory program.

- Assist with analyzing inventory, purchasing, and maintenance data to identify trends, evaluate conformance to standards, assess efficiency, and project future requirements.

- Ensure accurate documentation is maintained for audit and accountability purposes.

- Fleet and Administrative Support

- Follow up on parts and maintenance-related assignments to ensure timely completion and resolution.

- Support departmental operations by performing other related duties and responsibilities as assigned.

- Attendance and Work Performance

- Maintain regular and reliable attendance.

- Effectively manage work time and prioritize assignments to support maintenance and operational requirements.

- Perform duties in a professional, timely, accurate, and customer-service-oriented manner.

Required Skills

- Considerable knowledge of automotive, Class 8, semi-trucks, trailers, diesel engines, and heavy equipment parts identification.

- Ability to work independently and use outside resources to find unique parts

- Ability to establish and maintain effective working relationships with other employees and vendors.

- Ability to be well organized and maintain inventory of parts

- Communicate effectively

Work Environment
Warehouse and automotive shop. May be exposed to smoke and automotive shop-type chemicals. Ladders and heights may be required.

Physical Demands
Capable of handling hazardous materials, bending crouching, and exposure to the outside elements. Capable of lifting 50 lbs or more.

Expected Hours of Work
This is a full-time position with usual work hours of 8:00 a.m. to 5:00 p.m. However, nights and weekends and overtime may be required.

Travel
Some travel may be required to various locations and other shops

Required Education and Experience

- High school diploma or GED and 2 years of related experience in ordering automotive parts; or any equivalent combination of training and experience.

Additional Requirements

- 10-year criminal background search.

- Clean driving history

- Pre-employment drug screen

- Valid Driver's License (REAL ID)

- Must be able to be badged at all airports, including military installations

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

AAP/EEO Statement:
Hi-Lite is an EEO Company. It is the policy of Hi-Lite to prohibit discrimination and harassment of any type and to afford EEO to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. Hi-Lite complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Hi-Lite’s EEO policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.