Fleet Service Coordinator/ Parts Specialist

Rea Landscape Management, LLC

Charleston (SC)

On-site

USD 42,000 - 64,000

Full time

14 days+

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Job summary

Rea Landscape Management, LLC is seeking a Fleet Services Coordinator to oversee the Fleet Services Division, ensuring mechanics have parts, tools, and supplies to minimize downtime. You will manage inventory, purchasing, and vendor relationships to keep costs in check.

This role focuses on improving shop workflow, coordinating maintenance and service schedules, and ensuring DOT/FMCSA compliance for the fleet, with emphasis on accuracy and efficiency.

Qualifications

2–4 years of fleet, automotive, diesel, or heavy equipment parts experience.
Strong organisational skills.
Proficient with computers; familiarity with Google programs.
Experience with inventory management systems.
Valid driver’s licence.
Ability to lift up to 50 pounds.

Responsibilities

Oversee parts inventory management for fleet; maintain minimum/maximum levels and conduct cycle counts.
Purchase parts, supplies, fluids, tires, and equipment; obtain competitive pricing and manage vendor relationships.
Track warranties, recalls, credits, and returns; coordinate warranty replacements.
Coordinate preventive maintenance, repairs, inspections, and service schedules for all fleet vehicles and equipment.
Monitor registrations, inspections, and compliance requirements; ensure DOT/FMCSA standards are met.
Reconcile packing slips with purchase orders; maintain accurate inventory software records.
Assist during annual inventory counts and maintain a safe, organized warehouse.
Communicate with drivers, technicians, and supervisors about vehicle availability and service needs.

Skills

Inventory management

Purchasing and negotiation

Attention to detail

Vendor relationship management

Cost analysis

Organisation and planning

Communication

Time management

Problem solving

Customer service mindset for mechanics

Willingness to learn new systems

Shop environment adaptability

Job description

Position Summary

The Fleet Services Coordinator is responsible for the overseeing of the Fleet Services Division. Ensuring mechanics have the right parts, tools, and supplies available to minimize equipment downtime. This position oversees purchasing, inventory control, vendor relationships, warranty, recalls, tracking, and parts cost management while maintaining an organized, efficient parts operation that supports the entire fleet. This position will also be responsible for optimising shop workflow, scheduling routine service work, maintaining service and vehicle records, and ensuring all DOT and FMCSA requirements pertaining to the vehicles are being met and maintained.

This role replaces the traditional Fleet Services Assistant by focusing specifically on inventory management, purchasing, and operational efficiency within the Fleet Services Department.

Primary Responsibilities

Parts Inventory Management

Maintain accurate inventory of all fleet parts, shop supplies, and consumables.
Establish and maintain minimum/maximum inventory levels.
Conduct weekly cycle counts and monthly inventory audits.
Monitor obsolete, damaged, and slow-moving inventory.
Organise warehouse and parts room for maximum efficiency.
Label and barcode inventory where applicable.
Maintain cleanliness and organization of all storage areas.

Purchasing & Procurement

Purchase parts, shop supplies, fluids, tires, and equipment.
Obtain competitive pricing from vendors.
Develop and maintain preferred vendor relationships.
Negotiate pricing and discounts.
Verify correct parts are ordered the first time.
Expedite emergency orders to reduce equipment downtime.
Monitor backorders and proactively communicate delays.

Vendor Management

Build strong relationships with suppliers.
Monitor vendor pricing
Evaluate vendor performance.
Process vendor returns.
Manage core returns.
Track credits and refunds.
Ensure warranty claims are submitted promptly.
Coordinate warranty replacements.

Fleet Service Coordination

Coordinate preventative maintenance, repairs, inspections, and service schedules for all fleet vehicles and equipment
Monitor vehicle status, registrations, inspections, and compliance requirements
Utilise Pre and Post trip inspections to build work orders and track repairs
Monitor and review work orders to ensure all the information is present and accurate
Utilise programmes and systems currently in place to ensure work flow is smooth and all needed data is accurate and accounted for
Communicate regularly with drivers, techs, and supervisors regarding vehicle availability, service needs, and suggestions for improvement.

Administrative Duties

Maintain purchase records.
File warranties and invoices.
Reconcile packing slips with purchase orders.
Ensure inventory software remains accurate.
Utilise Collective Data to ensure accurate information on all assets
Assist during annual inventory counts.

Shop Operations Support

Assist with receiving deliveries.
Maintain tool inventory.
Monitor shop supply usage.
Coordinate tire inventory.
Assist during emergency breakdowns.
Help maintain a safe, organized parts warehouse.

Key Performance Indicators

Fleet availability and uptime
Preventative maintenance completion rates
Vehicle downtime reduction
Recall completion
Warranty recovery rate
Inventory accuracy
Parts procurement lead times
Maintenance cost control
Purchase order accuracy
Work order accuracy
Regulatory compliance performance
Safety and operational efficiency metrics

Qualifications

Required

2–4 years of fleet, automotive, diesel, or heavy equipment parts/mechanics experience
Strong organisational skills
Good computer skills, familiar with Google programs
Experience with inventory management systems
Valid driver’s licence
Ability to lift up to 50 pounds

Preferred