Automotive Service Intake & Parts Coordinator

Adcock Brothers Inc; Manheim (PA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Company holidays

Professional growth

Job summary

Adcock Brothers Service Center in Manheim, PA is seeking an Automotive Service Intake & Parts Coordinator to efficiently manage vehicle intake, document repair needs, and coordinate with technicians and vendors. You will source and order parts, maintain accurate work orders in Fullbay, and monitor jobs to minimize downtime while communicating status to management.

The ideal candidate has hands-on automotive experience, strong sourcing knowledge, and the ability to juggle multiple repairs in a

Qualifications

• Minimum 2 years of experience in automotive service, parts, repair coordination, or a related automotive position preferred.
• Experience identifying, sourcing, and ordering automotive parts.
• Ability to use VIN‑based parts catalogs and online parts lookup systems.
• Strong organizational skills and attention to detail.
• Valid driver's license.

Responsibilities

• Perform initial vehicle check-in and intake for vehicles entering the service center.
• Identify repair needs and document vehicle condition, mileage, and issues.
• Create, update, and maintain repair orders in Fullbay.
• Source and order parts, manage deliveries, and track returns.
• Coordinate with technicians and management to set repair priorities and timelines.
• Monitor repair progress and communicate status to management and vendors.

Skills

Parts sourcing

Shop coordination

VIN catalogs

Communication with technicians

Organizational skills

Tools

Fullbay

Job description

Position Summary

Adcock Brothers Service Center is seeking a dependable, organized, and knowledgeable

Description

Adcock Brothers Service Center is seeking a dependable, organized, and knowledgeable Automotive Service Intake & Parts Coordinator to support our growing automotive service and reconditioning operations. This position is responsible for checking in vehicles, identifying and documenting repair needs, coordinating with technicians, sourcing and ordering automotive parts, and ensuring repair work orders are accurately maintained throughout the service process. The ideal candidate has hands-on experience in automotive service operations, strong parts identification and sourcing knowledge, and the ability to manage multiple vehicles and repairs in a fast-paced environment. We are looking for someone who understands automotive repairs, can communicate effectively with technicians and vendors, and takes ownership of moving vehicles efficiently through the repair process.

Key Responsibilities

Vehicle Intake & Repair Coordination

• Perform initial vehicle check-in and intake for vehicles entering the service center.
• Document vehicle condition, mileage, reported issues, and required repairs.
• Identify visible mechanical and cosmetic concerns and communicate findings to the appropriate departments.
• Create, update, and maintain accurate repair orders within our shop management system, Fullbay.
• Coordinate with technicians and management to establish repair priorities.
• Monitor vehicles throughout the repair process to identify delays and help maintain workflow.
• Communicate repair status, parts availability, and outstanding issues to management.
• Verify that requested repairs are completed and properly documented before closing work orders.

Automotive Parts Ordering & Inventory Management

• Identify and source automotive parts for mechanical and body shop repairs.
• Research and compare OEM, aftermarket, recycled, and alternative parts to obtain the best combination of quality, cost, and availability.
• Use VINs, manufacturer catalogs, and vendor systems to ensure proper parts compatibility.
• Obtain pricing and availability from dealerships, distributors, online suppliers, and salvage vendors.
• Place and track parts orders to ensure timely delivery.
• Coordinate parts deliveries and distribution to the appropriate technicians and departments.
• Process incorrect, defective, or unused parts returns and follow up on credits.
• Maintain organized records of parts purchases, invoices, returns, and outstanding orders.
• Identify opportunities to reduce parts costs without sacrificing repair quality or reliability.

Shop Operations & Communication

• Work closely with mechanics, body shop staff, service advisors, and management.
• Ensure technicians have the necessary parts and information to complete assigned repairs.
• Assist with scheduling and coordinating vehicle repair workflow.
• Identify repair delays caused by unavailable parts or vendor issues and proactively seek solutions.
• Help maintain accurate repair costs and work order documentation.
• Communicate with vendors regarding pricing, delivery schedules, warranties, and returns.
• Support management with operational reporting and process improvements.

Cost Control & Quality

• Compare vendor pricing and identify cost‑saving opportunities.
• Minimize unnecessary parts purchases, duplicate orders, and restocking fees.
• Track outstanding vendor credits and ensure returns are processed promptly.
• Verify parts received match the original order and vehicle application.
• Maintain accurate documentation to support repair profitability and accountability.
• Assist in reducing vehicle downtime and improving repair turnaround times.

Requirements

Required Qualifications

• Minimum 2 years of experience in automotive service, parts, repair coordination, or a related automotive position preferred.
• Working knowledge of automotive mechanical components and common repair procedures.
• Experience identifying, sourcing, and ordering automotive parts.
• Ability to use VIN‑based parts catalogs and online parts lookup systems.
• Strong organizational skills and attention to detail.
• Comfortable working with computers, shop management software, and spreadsheets.
• Ability to communicate effectively with technicians, suppliers, and management.
• Ability to manage multiple priorities in a busy automotive service environment.
• Valid driver's license.

Preferred Qualifications

• Previous experience as an Automotive Parts Specialist, Service Advisor, Repair Coordinator, or Automotive Service Writer.
• Experience with Fullbay or similar automotive shop management software.
• Familiarity with OEM and aftermarket parts suppliers.
• Experience with automotive reconditioning, dealership operations, or fleet maintenance.
• Knowledge of automotive repair estimates, labor operations, and parts pricing.
• Experience coordinating repairs between mechanical and body shop departments.

What We're Looking For

• Understands automotive parts and repair processes.
• Can work independently and take initiative.
• Is comfortable communicating directly with automotive technicians.
• Pays close attention to costs, accuracy, and deadlines.
• Can identify problems and find solutions without constant supervision.
• Understands the importance of accurate repair documentation.
• Takes pride in keeping vehicles moving efficiently through the shop.

Compensation & Benefits

• Competitive compensation based on experience.
• Full-time, stable employment.
• Health and other employee benefits, subject to eligibility.
• Paid time off and company holidays in accordance with company policy.
• Opportunity for professional growth within an established automotive organization.

Equal Employment Opportunity

Adcock Brothers Service Center, Inc. is an Equal Opportunity Employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.