Parts & Administrative Coordinator

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

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.

• 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.

• 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.

• 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.

• This job has no supervisory responsibilities.

• 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…