Fleet Maintenance Coordinator Admin

Position Summary

This individual will support the Transportation Maintenance Department in the areas of Procurement, Accounting, Records Retention and Inventory Control. They will perform clerical duties, accurately and efficiently enter data from various reports and worksheets into the maintenance systems. Support the site Fleet Manager by sourcing needed supplies to ensure the building and equipment stay in good operating condition. Track purchase, invoices and inventory to maintain proper records and payments.

• Maintain and be responsible for accurate, up-to-date, and organized inventory of all parts.
• Research and acquire price bids, negotiate, purchase, create purchase requisitions, generate purchase orders, and receive parts for equipment repair and general shop supplies for both capital and non‑capital items, including within‑company and outside vendors.
• Log all purchase orders and process them when invoices are received, sending all necessary documentation to A/P.
• Run, submit, and provide daily/weekly/monthly reports to leadership as required.
• Work with vendors on consignment parts, ship warranty parts to appropriate vendors, and ensure warranty claims are processed appropriately.
• Prepare written documents such as EPA programs, SARA title filings, etc., as assigned by leadership.
• Administer, maintain, and manage all inventory and assets by keying in work repair orders, preventative maintenance, and mileage as required using applicable system(s). Provide trend and analysis data as required.
• Act as liaison and on‑site system technician to IT Department for troubleshooting systems and recommend solutions aimed at quick and cost‑effective resolution.
• Assist leadership in developing, budgeting, and managing expenses and capital budgets to plan as required and prepare cost justification and benefit analysis to support projects.
• Make recommendations for modifications to procedures or processes impacting their work group or center that will maximize efficiency, productivity, and reduce costs.
• Ensure compliance with ADUSA standards in the areas of accuracy, safety, and productivity.

• Must have a valid driver's license to travel to acquire parts.
• Experience working in a warehouse environment with varying conditions (e.g., cool temperatures, concrete floors, powered industrial trucks).

• High school graduate.
• Solid knowledge of budgeting and accounting processes.
• Maintain and display professional and ethical behavior.
• Demonstrate a high attention to detail and accuracy with excellent follow‑through.
• Demonstrate basic mechanical aptitude and knowledge.
• Familiarity/experience in a transportation environment.

• Possess good communication, verbal and written skills.
• Demonstrate sound judgment, solid analytical thinking skills, and project management skills (a plus).
• Solid working knowledge of computer applications and network systems.

• Ability to learn new applications, when appropriate, to support operations.
• Ability to prioritize and handle multiple tasks/projects simultaneously.
• Ability to be flexible when working in a changing/fast‑paced environment.
• Ability to use a 10‑Key calculator, PC, and mainframe.
• Ability to use Microsoft Office (Excel, Word, Outlook).
• Ability to maintain accurate records, basic math functions, reading and bookkeeping.
• Ability to communicate with vendors and other transportation equipment maintenance departments through all necessary means of communication.
• Ability to juggle multiple priorities by being adaptable, flexible, and open to change.
• Ability to work in an office area environment and maintain confidentiality.

• Entry level

• Full‑time

• Management and Manufacturing

• Transportation, Logistics, Supply Chain and Storage