Pt Fleet Parts Specialist

Job Overview

Responsible for sourcing, ordering, receiving, and managing parts and inventory required to support the service, repair, and maintenance of a county fleet of over 600 vehicles and equipment assets. This position plays a critical role in reducing vehicle downtime and improving departmental efficiency by ensuring correct parts are available when needed. Works closely with mechanics and the Fleet Management Director to maintain a well‑organized, cost‑effective parts inventory, utilizing the fleet management software system to monitor and track all transactions.

This position reports directly to the Fleet Management Director.

• Order parts, supplies, and components for the daily maintenance, service, and repair of all fleet vehicles and equipment for a fleet of over 600 assets.
• Maintain and manage a parts inventory in excess of the required amount, ensuring adequate stock levels to support daily workflow.
• Develop and maintain an established parts list for each asset in the fleet, identifying commonly needed components for each vehicle type and equipment class.
• Receive, inspect, and properly store incoming parts shipments; verify orders for accuracy against purchase orders.
• Enter all parts transactions, receipts, and inventory adjustments into the fleet management software system.
• Work directly with mechanics to identify the correct parts needed for repairs and ensure timely procurement.
• Coordinate with approved vendors to obtain competitive pricing and expedite delivery timelines to maximize shop productivity.
• Monitor and track open work orders to ensure parts are available for timely repair completion; support the departmental goal of reducing open work orders by 50%.
• Create and maintain accurate reports on current stock items, inventory levels, and forecasted parts needs for the fleet.

• Fill in for Office Manager during absences, assisting with incoming/outgoing paperwork and work order data entry.
• Assist with special projects or assignments as directed by the Fleet Management Director.
• Support the pickup and delivery of parts when vendors cannot provide timely shipping, working with available staff as needed.
• Assist with periodic physical inventory counts and reconciliation.
• Maintain the cleanliness and organization of the parts storage area and warehouse.

• Properly handle and store hazardous materials (fluids, chemicals, batteries) in compliance with applicable safety regulations and OSHA standards.
• Use appropriate personal protective equipment when required in the shop or warehouse environment.
• Maintain a safe, clean, organized work and storage area to prevent accidents and injury.
• Report any unsafe conditions, accidents, or injuries to the Fleet Management Director immediately.

• Use computers for word processing, spreadsheet management, and data entry related to parts and inventory.
• Enter, retrieve, and maintain data in the system for all parts orders, receipts, and inventory transactions.
• Maintain accurate purchase order records and vendor invoices.

• Works closely with a team of 10 or more mechanics (Heavy Equipment Mechanics, Light Vehicle Mechanics, Body/Paint Specialist, and Automotive Service Technician) to ensure correct parts are available in a timely manner.
• Communicates regularly with approved vendors and suppliers to negotiate pricing, confirm orders, and resolve discrepancies.
• Provides responsive service to customers across county departments to ensure fleet availability.

• Ability to make decisions based on specific procedures and guidelines, with supervisor direction regarding parts ordering priorities and inventory management.
• Identify correct parts across a wide range of vehicle makes, models, and equipment types, requiring sound logic and deductive reasoning.
• Adaptable to changing fleet maintenance priorities and urgent repair needs.
• Identify and remove any obsolete inventory items that were in stock for assets in surplus or sold.

• Ability to calculate quantities, compare unit costs, and determine cost‑effective purchasing…