Parts & Administrative Coordinator

Coast Enterprises; San Diego (CA); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Vision insurance

Job summary

Coast is seeking a proactive Parts & Administrative Coordinator to support the Maintenance Department with customer communication, admin coordination, parts support, and day-to-day shop operations.

The role collaborates with the Director of Client Relations, Director of Administration, technicians, vendors, and customers to keep maintenance projects organized and parts moving efficiently. Training and growth opportunities are available in this aircraft maintenance business.

Qualifications

• High school diploma or GED or 1–3 years related experience
• Aviation experience preferred but not required; willingness to learn
• Proficient with Microsoft Outlook and MS Office

Responsibilities

• Assist with customer phone calls and email inquiries in a professional, timely manner
• Assist with customer updates regarding aircraft status, maintenance progress, parts, scheduling
• Monitor and organize incoming emails; acknowledge and follow up on requests
• Prepare and send work orders, estimates, invoices, receipts, and other customer documents
• Maintain accurate customer and aircraft information in company systems
• Track customer requests and outstanding items for timely follow-up
• Coordinate with internal departments to gather information for inquiries
• Assist with scheduling, aircraft drop-offs/pick-ups, test flights and maintenance coordination
• Maintain organized records (work orders, purchase orders, invoices, aircraft documentation)
• Ensure parts and supplies are received, inspected, and documented properly
• Assist with shipping parts, cores, and warranties as needed
• Support general office, shop, and airport operations

Skills

Customer service

Microsoft Outlook

Microsoft Office

Written & verbal communication

Time management

Multi-tasking

Attention to detail

Education

High school diploma or GED

Tools

None

Job description

JOB TITLE:Parts & Administrative Coordinator

EMPLOYER:Coast

DEPARTMENT:Maintenance

REPORTS TO:Director of Client Relations / Maintenance Management

SALARY RANGE: $20-$25 PER HOUR

JOB TYPE: Full-Time

SCHEDULE:Monday–Friday, 7:30 AM–4:00 PM

SUMMARY:

Coast is seeking a proactive, detail-oriented Parts & Administrative Coordinator to support the Maintenance Department with customer communication, administrative coordination, parts support, and day-to-day shop operations.

This position works closely with the Director of Client Relations, Director of Administration, technicians, vendors, and customers to keep maintenance projects organized, communication timely, and parts moving efficiently.

The role offers hands‑on learning across the administrative, customer‑service, parts, and operational sides of an aircraft maintenance business. Candidates should be receptive to training and feedback, with the opportunity to take on additional responsibilities and grow with the company over time.

DUTIES AND RESPONSIBILITIES:

Customer and Administrative Support

• Assist with responding to customer phone calls and email inquiries in a professional, timely, and courteous manner.
• Assist with customer updates regarding aircraft status, maintenance progress, parts, scheduling, and other service-related questions.
• Monitor and organize incoming emails, ensuring customer requests are acknowledged and followed up on appropriately.
• Assist with preparing and sending work orders, estimates, invoices, receipts, and other customer documentation.
• Maintain accurate customer and aircraft information within company systems.
• Track customer requests and outstanding items to support timely follow-up.
• Coordinate with internal departments to gather information needed to respond to customer inquiries.
• Assist with scheduling, aircraft drop‑offs and pick‑ups, test flights, and other maintenance‑related coordination as needed.
• Maintain organized digital and physical records, including work orders, purchase orders, invoices, and aircraft documentation.

Parts Coordination

• Assist with researching, sourcing, ordering, receiving, and tracking aircraft parts and supplies.
• Communicate with vendors regarding pricing, availability, lead times, shipping, returns, and core exchanges.
• Assist technicians and management with identifying and locating parts needed for maintenance work.
• Track outstanding and backordered parts and provide updates to the appropriate team members.
• Receive and inspect incoming parts and supplies for accuracy and visible damage.
• Maintain organized parts records and ensure received parts are properly documented and routed to the appropriate work order or aircraft.
• Assist with shipping parts, cores, warranty items, and other materials as needed.
• Help maintain an organized parts area and assist with inventory‑related tasks.

Maintenance Department Support

• Assist the maintenance team with administrative tasks related to active work orders.
• Review work orders, purchase orders, invoices, and other documentation for accuracy and completeness.
• Help identify outstanding items that may affect aircraft completion or customer communication.
• Communicate relevant updates between customers, technicians, management, vendors, and other departments.
• Assist with warranty documentation, returns, and related follow‑up as assigned.
• Support general office, shop, and airport operations as needed.

SUPERVISORY RESPONSIBILITIES:

• This job has no supervisory responsibilities.

QUALIFICATIONS:

• High school diploma or general education degree (GED), or one to three years of related experience and/or training, or an equivalent combination of education and experience.
• Aviation experience is preferred but not required; willingness and ability to learn are highly valued.
• Comfort working with Microsoft Outlook and professional email communication.
• Basic proficiency with Microsoft Office, including Word and Excel.
• Other skills:
• Strong written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Ability to manage multiple tasks and changing priorities.
• Proactive approach to identifying and completing work without constant direction.
• Strong organizational and time‑management skills.
• Comfort asking questions and seeking clarification when needed.
• Ability to read and understand detailed written instructions, work orders, purchase orders, and other technical or administrative information.
• Ability to learn aviation terminology, maintenance processes, and company‑specific systems.
• Professional and friendly customer‑service approach.
• Ability to work effectively with technicians, management, vendors, and customers.

COMPETENCIES:

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally/Frequently/Continually required to stand.
• Ability to work in a warehouse, hangar, and airport environment that may be hot, loud, and without air conditioning.
• Occasionally/Frequently/Continually required to walk.
• Occasionally/Frequently/Continually required to sit.
• Occasionally/Frequently/Continually required to utilize hand and finger dexterity.
• Occasionally/Frequently/Continually required to climb, balance, bend, stoop, kneel or crawl.
• Comfort working around aircraft, maintenance equipment, tools, and normal airport activity.
• The employee must
  • - occasionally lift and/or move up to 50 lbs.
  • - frequently lift and/or move up to 50 lbs.
  • - continually lift and/or move up to 50 lbs.

BENEFITS:

• 401(k)
• Health insurance
• Paid time off
• Vision insurance

Work Location:In Person (This is not a hybrid, WFH or Remote position)