Fleet Support Specialist

The responsibilities of the Fleet Support Specialist include, but are not limited to:

• Receive parts requests from the Fleet Manager, Shop Foreman, and authorized mechanics.
• Research and identify parts using vehicle identification numbers, equipment serial numbers, manufacturer information, part numbers, photographs, measurements, and other available information.
• Source parts and supplies through approved vendors.
• Compare price, availability, shipping cost, delivery time, warranty coverage, and other relevant factors when sourcing parts.
• Obtain required approval before placing purchases in accordance with established purchasing procedures and authorization limits.
• Place approved orders and accurately document the vendor, part number, quantity, cost, vehicle or equipment unit, work order, expected delivery date, and other required information.
• Track open orders, backorders, estimated delivery dates, partial shipments, and vendor delays.
• Follow up with vendors until orders are received or a different sourcing decision is made.
• Communicate material parts delays, availability problems, and unexpected cost changes to the Fleet Manager and Shop Foreman.
• Receive incoming parts and supplies and verify that the quantities, part numbers, condition, and pricing match the order and packing documentation.
• Label and stage received parts for the correct vehicle, equipment unit, work order, or mechanic.
• Coordinate the return of incorrect, damaged, defective, duplicate, or unused parts.
• Track pending vendor credits and confirm that expected credits are received.
• Coordinate local parts pickups or deliveries when assigned and authorized.

• Maintain accurate parts and supply inventory records in Fleetio and other assigned systems.
• Record parts received into inventory and assign parts issued from inventory to the correct vehicle, equipment unit, work order, department, or expense category.
• Conduct regular physical cycle counts and compare physical quantities with system records.
• Research and report inventory discrepancies, missing items, duplicate entries, incorrect quantities, and unrecorded parts usage.
• Organize and label parts bins, shelves, storage areas, fluids, filters, supplies, and other stocked items.
• Maintain a clean, orderly, and functional parts and inventory area.
• Monitor established minimum and maximum stocking levels and prepare routine replenishment orders for approval.
• Help ensure commonly used filters, fluids, fittings, electrical components, brake parts, shop supplies, and other approved stock items remain available.
• Identify obsolete, damaged, slow-moving, excess, or duplicate inventory and bring it to the Fleet Manager’s attention.
• Assist the Fleet Manager with determining which parts and supplies should be routinely stocked based on usage and fleet needs.
• Help reduce emergency purchases, duplicate orders, lost parts, unnecessary inventory, and delays caused by inaccurate stock information.
• Warranty Claims, Core Returns, and Credits
• Work with the Shop Foreman and mechanics to identify parts that may qualify for warranty coverage or require a core return.
• Save, label, protect, and properly segregate warranty parts and cores.
• Collect required supporting information, including work-order information, purchase documentation, vehicle information, serial numbers, mileage or equipment hours, photographs, and failure descriptions.
• Prepare and submit routine warranty documentation in accordance with vendor and manufacturer requirements.
• Track open warranty claims and follow up with vendors until the claim is approved, denied, resolved, or escalated to the Fleet Manager.
• Coordinate core-return shipping, pickup, packaging, documentation, and return deadlines.
• Maintain a tracking list of outstanding cores, warranty claims, expected reimbursements, and vendor credits.
• Verify that core credits, warranty reimbursements, and returned-part credits are received and properly documented.
• Notify the Fleet Manager of overdue claims, missed return deadlines, disputed credits, denied claims, or significant recoverable amounts that remain unresolved.

• Enter and maintain accurate parts, vendor, purchasing, inventory, and work-order information in Fleetio and other assigned systems.
• Ensure parts and costs are assigned to the correct vehicle, equipment unit, work order, location, or department.
• Enter vendor information, part numbers, quantities, purchase…