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About the Role

The Parts Administrator coordinates the purchasing, ordering, inventory, and issuance of automotive parts and supplies for a fleet of light, medium, and heavy vehicles and equipment. This position ensures the right parts are available when needed at the best possible price, maintains accurate inventory records, and works closely with mechanics, shop supervisors, and the Fleet Manager to support efficient fleet maintenance operations.

Responsibilities

Assist in enforcing and maintaining safety policies and procedures within the Maintenance Facility.
Ensure employees, vendors, visitors, and other personnel comply with applicable PPE and safety requirements.
Maintain a clean, organized, and safe work area.
Adhere to company policies, procedures, dress code, and applicable safety standards.
Ensure the appropriate use, maintenance, and cleanliness of parts division equipment, tools, facilities, and other company resources.
Receive, inspect, handle, store, organize, issue, and distribute parts, supplies, and materials.
Maintain accurate perpetual inventory records, stock objectives, storage quantities, and inventory surveys.
Ensure the availability of required parts and supplies for vehicles, equipment, repairs, and deferred maintenance.
Research parts and supplies using part/stock numbers, manufacturers, specifications, fabrication requirements, availability, substitutions, cost, and operational needs.
Coordinate the ordering, purchasing, delivery, receipt, and distribution of required parts and supplies.
Track shipping information and coordinate the pickup and/or delivery of parts as required.
Package and ship assemblies for return, repair, or rebuild and coordinate disposal functions as needed.
Prepare and maintain accurate computer and manual records documenting inventory, parts, supplies, and accountability.
Enter, update, and monitor work orders in the fleet management software to ensure accurate and timely documentation of parts, repairs, and maintenance activities.
Keep work orders current and follow up on assigned tasks to support timely completion.
Work closely with mechanics and maintenance personnel to assess parts and material needs and ensure the correct parts are available for the safe and effective operation of vehicles and equipment.
Communicate directly with the Shop Supervisor, Fleet Manager, Service Manager, and maintenance personnel regarding repair parts, equipment needs, and maintenance requirements.
Provide timely parts support to maintenance crews, including crews working in the field.
Coordinate purchasing and ordering activities with Procurement and Finance, as appropriate.
Obtain competitive pricing and seek cost-effective purchasing opportunities while maintaining required quality and specifications.
Assist with establishing, monitoring, and maintaining the parts and repair-parts budget.
Review and comply with established purchasing policies, procedures, and budgetary standards.
Establish and maintain effective relationships with suppliers, manufacturers, warehouse distributors, jobbers, dealers, sales representatives, and other vendors.
Research and identify new vendors, alternative parts, and cost-saving opportunities.
Streamline and maintain the request, approval, purchasing, tracking, and distribution processes for repair parts.
Ensure invoices are accurately reviewed, closed, and submitted to Accounts Payable in a timely manner.
Assist with accurate inventory reporting and reconciliation with the Finance Department.
Maintain accurate records and documentation related to parts, inventory, purchases, expenditures, shipments, work orders, and repair activities.
Work with the Service Manager and Finance Department to ensure timely and accurate accounting of expenditures and supporting documentation.
Enter data and prepare reports to support management of the repair parts and inventory program.
Assist with analyzing inventory, purchasing, and maintenance data to identify trends, evaluate conformance to standards, assess efficiency, and project future requirements.
Ensure accurate documentation is maintained for audit and accountability purposes.
Follow up on parts and maintenance-related assignments to ensure timely completion and resolution.
Support departmental operations by performing other related duties and responsibilities as assigned.
Maintain regular and reliable attendance.
Effectively manage work time and prioritize assignments to support maintenance and operational requirements.
Perform duties in a professional, timely, accurate, and customer-service-oriented manner.

Requirements

Considerable knowledge of automotive, Class 8, semi-trucks, trailers, diesel engines, and heavy equipment parts identification.
Ability to work independently and use outside resources to find unique parts.
Ability to establish and maintain effective working relationships with other employees and vendors.
Ability to be well organized and maintain inventory of parts.
Communicate effectively.
10-year criminal background search.
Clean driving history.
Pre-employment drug screen.
Valid Driver's License (REAL ID).
Must be able to be badged at all airports, including military installations.

Skills

Automotive parts identification
Class 8 parts identification
Semi-truck parts identification
Trailer parts identification
Diesel engine parts identification
Heavy equipment parts identification
Independent work
Resourcefulness
Relationship building
Organization
Inventory management
Effective communication

Location

Warehouse
Automotive shop

Work Type

Full-time
Nights and weekends may be required
Overtime may be required

Experience Level

2 years of related experience in ordering automotive parts

Education Level

High school diploma or GED

About the Company

Hi-Lite is an EEO Company.

Equal Opportunity

It is the policy of Hi-Lite to prohibit discrimination and harassment of any type and to afford EEO to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.
Hi-Lite complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
Hi-Lite’s EEO policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.