Parts Counter Specialist

Description

Position Overview

The Parts Counter Specialist is responsible for supporting technicians, service personnel, and customers by accurately identifying, sourcing, ordering, receiving, and distributing heavy-duty truck parts.

The primary purpose of this position is to keep technicians working by getting the correct parts to the right job as quickly and accurately as possible.

This is a hands‑on parts position. The Parts Counter Specialist is expected to maintain accurate service-order documentation, communicate parts status and ETAs, keep the parts department organized, and follow established processes for receiving, returns, cores, warranties, and inventory.

The Parts Counter Specialist works under the direction of the Parts Manager and is accountable for individual performance and following department processes. The Parts Manager remains responsible for overall department performance, inventory strategy, vendor management, financial performance, and employee management.

Core Purpose

The Parts Counter Specialist exists to:

• Get technicians the correct parts quickly.
• Accurately identify and source heavy-duty truck parts.
• Minimize technician downtime caused by parts.
• Keep service orders updated with accurate parts information and ETAs.
• Receive, label, stage, and distribute parts correctly.
• Maintain an organized and efficient parts department.
• Process cores, returns, and warranties promptly.
• Support the Parts Manager in maintaining accurate inventory.

Primary Responsibilities

• Identify correct parts using VINs, serial numbers, OEM catalogs, vendor systems, and other available resources.
• Source parts from approved vendors.
• Compare availability, price, quality, and delivery time when sourcing parts.
• Verify part numbers and applications before ordering.
• Find alternative sourcing options when normal vendors cannot meet repair timelines.
• Ask for assistance when uncertain rather than ordering questionable parts.

• Order approved parts accurately and promptly.
• Assign parts to the correct service order.
• Enter accurate parts information into Fullbay.
• Document expected delivery dates and ETAs.
• Update service orders when ETAs or availability change.
• Notify the appropriate technician, foreman, FPM, or Parts Manager of significant delays.
• Prioritize parts based on repair urgency and shop needs.

• Receive incoming parts promptly.
• Verify quantities and part numbers against purchase orders and packing slips.
• Identify damaged, incorrect, or missing items immediately.
• Properly label and assign received parts.
• Stage parts with the appropriate repair or service order.
• Notify the appropriate personnel when critical parts arrive.
• Prevent received parts from sitting unprocessed or unidentified.

• Respond promptly to technician parts requests.
• Help technicians identify required parts.
• Communicate realistic ETAs.
• Keep technicians informed when availability changes.
• Coordinate with the Parts Manager on difficult‑to‑source or high‑cost items.
• Support mobile technicians with parts identification, sourcing, ordering, and staging.
• Treat technician productivity as a priority.

• Return stock items to their proper locations.
• Maintain clean and organized shelves, bins, counters, and work areas.
• Participate in cycle counts and physical inventory.
• Report inventory discrepancies to the Parts Manager.
• Follow stocking and inventory procedures established by the Parts Manager.
• Help identify frequently used parts that may need to be stocked.
• Identify damaged, obsolete, unidentified, or misplaced inventory.

• Identify parts that need to be returned.
• Properly label and stage returns.
• Process…