Fleet Maintenance Administrator

Coastal Waste & Recycling; Town of Florida (NY); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Competitive Pay

Medical, Dental & Vision Benefits

401(k) with Company Match

Paid Time Off

Employee Referral Program

Career Growth Opportunities

Job summary

Coastal Waste & Recycling is seeking a Fleet Maintenance Administrator to keep parts stocked, process orders, and support our maintenance team. You will manage inventory, coordinate with vendors, and ensure accurate records to keep trucks and equipment on the road.

The role emphasizes organized, detail-oriented work, strong communication, and the ability to balance multiple tasks in a fast-paced shop environment. Join a growing environmental services company and help drive operational efficiency.

Qualifications

• 1–3 years experience in inventory management, purchasing, or fleet support.
• Attention to detail and strong organizational skills.
• Experience with purchase orders, invoices, and vendor docs is a plus.

Responsibilities

• Coordinate parts, tools, and shop supplies purchases.
• Maintain accurate parts inventory and labeling.
• Process POs, invoices, and vendor documentation with proper coding.
• Monitor inventory levels and reorder critical parts.
• Collaborate with technicians and leadership to ensure parts availability.
• Maintain records, warranty data, and vendor files.

Skills

Inventory management

Purchasing

Fleet maintenance

Warehouse operations

Parts administration

Multitasking

Customer service

Tools

Microsoft Office

Inventory software

Job description

About Coastal Waste & Recycling

At Coastal Waste & Recycling, we're building more than a company, we're building a team. As one of the fastest-growing privately held waste and recycling companies in the Southeast, we're looking for people who take pride in their work, put safety first, and are ready to grow with us.

Keep the Shop Running. Support the Team. Make an Impact.

Are you organized, detail-oriented, and someone who enjoys keeping things running smoothly behind the scenes? As a Fleet Maintenance Administrator at Coastal Waste & Recycling, you'll play a vital role in supporting our maintenance operations by ensuring technicians have the parts, supplies, and administrative support they need to keep our trucks and equipment on the road.

At Coastal, our Fleet Maintenance Administrators do more than manage inventory—they help drive operational efficiency, maintain financial accuracy, and support the teams that keep our business moving every day.

Your Role

As a Fleet Maintenance Administrator, you'll support the daily operations of our maintenance shop by managing parts inventory, processing purchase orders and invoices, coordinating with vendors, and maintaining accurate records. You'll work closely with Fleet Maintenance leadership and technicians to ensure repairs are completed efficiently while helping maintain an organized, safe, and productive shop environment.

What You'll Do

• Coordinate the purchasing of parts, tools, shop supplies, and maintenance-related materials.
• Maintain accurate inventory levels by receiving, stocking, issuing, and tracking parts and supplies.
• Manage the parts room to ensure inventory is organized, properly labeled, and readily available.
• Process purchase orders, invoices, receipts, and vendor documentation while ensuring accurate coding and billing.
• Research parts availability, pricing, and vendor options to support cost-effective purchasing decisions.
• Monitor inventory levels and proactively reorder critical parts to minimize equipment downtime.
• Partner with technicians and Fleet Maintenance leadership to ensure parts are available for scheduled and emergency repairs.
• Maintain accurate maintenance records, inventory documentation, warranty information, and vendor files.
• Support Fleet Maintenance leadership with reporting, administrative tasks, and operational documentation.
• Build positive relationships with vendors, suppliers, and internal departments while delivering exceptional customer service.
• Maintain a clean, organized, and safe work environment while ensuring compliance with company policies and OSHA standards.
• At Coastal, we win as a team. Our Fleet Maintenance Administrators support technicians, strengthen operational efficiency, maintain inventory accuracy, and do whatever is necessary to keep our maintenance operations running smoothly.

What You'll Bring

• One (1) to three (3) years of experience in inventory management, purchasing, fleet maintenance support, warehouse operations, parts administration, or a related role.
• Strong organizational skills with exceptional attention to detail.
• Experience processing purchase orders, invoices, inventory transactions, or vendor documentation.
• Ability to manage multiple priorities while maintaining accuracy in a fast-paced environment.
• Strong communication and customer service skills.
• Proficiency with Microsoft Office and computerized inventory or purchasing systems.
• Valid driver's license with an acceptable driving record.
• Experience in fleet maintenance, heavy equipment, trucking, automotive, construction, or industrial maintenance, bilingual (English/Spanish or English/Creole), and knowledge of maintenance software are a plus.

Why You'll Love Working Here

• Competitive Pay
• Comprehensive Medical, Dental & Vision Benefits
• 401(k) with Company Match
• Paid Time Off & Holidays
• Employee Referral Program
• Career Growth & Professional Development Opportunities
• Opportunity to support one of the most critical functions within our operations
• Collaborative team environment where your work directly impacts operational success
• Opportunity to build your career with one of the fastest-growing environmental services companies in the Southeast

If you're someone who enjoys staying organized, solving problems, supporting a team, and helping operations run at their best, we'd love to have you join the Coastal Waste & Recycling team.

Coastal Waste & Recycling is proud to be an Equal Opportunity Employer.