Position Summary
The Parts & Service Coordinator is responsible for overseeing the complete parts process while supporting the efficient flow of repairs throughout the shop. This position ensures parts are sourced, ordered, tracked, received, and delivered in a timely manner while maintaining accurate work orders, inventory records, and communication between technicians, office staff, and suppliers.
The successful candidate will take ownership of the parts process by creating and maintaining organized systems, proactively following up on outstanding items, and ensuring that repairs continue moving efficiently with minimal delays.
Key Responsibilities
Parts Management
- Source, quote, order, receive, verify, and organize parts required for customer repairs and shop inventory.
- Monitor inventory levels and replenish stock as required.
- Process returns, warranty claims, and core returns.
- Follow up on backorders, delayed shipments, and outstanding supplier orders.
- Ensure all parts are accurately allocated to the appropriate work orders.
- Maintain organized parts storage and inventory records.
Work Order & Shop Coordination
- Monitor parts requirements for active repairs.
- Coordinate with technicians to ensure required parts are available when needed.
- Maintain accurate work orders and supporting documentation.
- Assist with preparing completed work orders for invoicing.
- Work collaboratively with office staff to support the efficient flow of repairs.
Supplier & Internal Communication
- Build and maintain professional relationships with suppliers.
- Communicate with suppliers regarding pricing, availability, shipping, warranties, and returns.
- Coordinate with technicians and administrative staff regarding parts availability and repair progress.
- Provide timely information to office staff to support customer communication.
Organization & Process Improvement
- Develop and maintain effective systems for tracking parts orders, expected arrival dates, follow-ups, inventory, and outstanding tasks.
- Ensure no parts orders, inventory concerns, or repair-related tasks are overlooked.
- Identify opportunities to improve shop efficiency, workflow, and organization.
- Assist with developing and maintaining standard operating procedures as required.
Administrative Responsibilities
- Maintain accurate records within company software and operational systems.
- Support inventory counts, purchasing records, and related administrative duties.
- Complete additional administrative responsibilities assigned by management.
Professional Expectations
Employees are expected to:
- Demonstrate professionalism, integrity, and accountability.
- Maintain a high level of organization and attention to detail.
- Communicate respectfully with customers, suppliers, and coworkers.
- Protect confidential company and customer information.
- Use company equipment, systems, and resources appropriately.
- Take ownership of responsibilities and follow tasks through to completion.
- Perform additional duties reasonably assigned to support business operations.
Flexibility of Role
This position is intended to grow alongside the business. Responsibilities may evolve over time based on operational requirements, technology, and business needs. Employees are expected to remain flexible and willing to learn new processes and responsibilities as required.
Occasional after-hours assistance may be required when necessary to source or coordinate critical parts to support customer repairs.
Vacation & Scheduling
- Vacation and time-off requests must be submitted in advance and approved by management based on operational requirements.
- Employees should receive approval before making travel arrangements.
- Meal breaks are taken when operational demands permit while following labor standards.
Performance Expectations
Performance will be evaluated based on, but not limited to:
- Accuracy of inventory and work orders.
- Timeliness of parts procurement and follow-up.
- Ability to maintain organized tracking systems.
- Communication with suppliers and internal team members.
- Reduction of repair delays related to parts.
- Initiative in identifying and implementing process improvements.
- Overall contribution to shop efficiency and customer satisfaction.
This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Deer Lake Truck & Tire reserves the right to modify this position and its responsibilities at any time to meet operational needs.
Qualifications required:
- High school diploma or general education degree (GED) required
- 1-3 years of relevant experience in an office setting, preferably in an administrative or clerical role
- Parts knowledge/experience preferred
- Excellent organizational skills, ability to prioritize, and comfortable working independently
- Exceptional oral and written communication skills
- Must be committed to providing outstanding customer service and demonstrate strong interpersonal skills
- Strong attention to detail
- Proficient computer skills and ability to operate general office equipment
- Must be able to work in high stress and fast pace environment
Job Type: Full-time
Pay: $19.00-$26.00 per hour
Benefits:
- Dental care
- Extended health care
- Life insurance
- Store discount
- Vision care
Flexible language requirement:
Education:
- Secondary School (required)
Experience:
- Administrative experience: 2 years (required)
Work Location: In person
