Fleet Maintenance Administrator

Coastal Waste and Recycling; Town of Florida (NY); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive Pay

Medical, Dental & Vision Benefits

401(k) with Company Match

Paid Time Off & Holidays

Employee Referral Program

Career Growth Opportunities

Equal Opportunity Employer

Job summary

Coastal Waste & Recycling is hiring a Fleet Maintenance Administrator to support the shop’s daily operations. You’ll manage parts inventory, process orders, coordinate with vendors, and keep accurate records to help keep trucks and equipment on the road.

You will work with Fleet Maintenance leadership and technicians to ensure timely repairs, maintain organization, and uphold safety standards while delivering excellent service to internal teams.

Qualifications

• Experience in inventory management, purchasing, or fleet support.
• Strong organizational skills and attention to detail.
• Experience with purchase orders, invoices, and vendor docs.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and customer service skills.
• Proficiency with MS Office and inventory systems.
• Valid driver's license with acceptable driving record.
• Experience with fleet maintenance or related sectors is a plus.

Responsibilities

• Coordinate purchasing of parts, tools, and shop supplies.
• Maintain inventory levels by receiving, stocking, and issuing parts.
• Manage the parts room with clear labeling and organization.
• Process POs, invoices, receipts, and vendor docs with proper coding.
• Research parts availability, pricing, and vendor options.
• Monitor levels and reorder critical parts to minimize downtime.
• Collaborate with technicians and leadership to ensure parts for repairs.
• Maintain maintenance records, warranties, and vendor files.
• Support leadership with reporting and administrative tasks.
• Build strong vendor relationships and ensure quality service.
• Maintain a clean, safe work environment and OSHA compliance.

Skills

Inventory management

Purchasing

Fleet maintenance support

Warehouse operations

Parts administration

Vendor documentation

Organization

Customer service

Microsoft Office

Maintenance software

Valid driver's license

Tools

Maintenance software

Microsoft Office

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.