Company Information:
At Hotard Coaches, we value a diverse and inclusive workforce and provide equal employment opportunities to all applicants and employees. All qualified applicants will be considered for employment without regard to race, color, sex, gender identity or expression, religion, age, national origin or ancestry, citizenship, disability, medical condition, family-care status, marital or domestic-partner status, sexual orientation, genetic information, military or veteran status, or any other status protected by federal, state, or local law.
Hotard Coaches does not tolerate discrimination or harassment based on any protected characteristic. We are committed to creating a collaborative workplace where employees feel respected, included, and valued.
JOB SUMMARY:
The Parts Coordinator maintains parts inventory, vehicle-maintenance records, purchase orders, and related documentation. This position supports the maintenance team by ensuring parts and materials are received, accurately recorded, properly stored, and readily available to promote efficient vehicle maintenance and operations.
ESSENTIAL JOB FUNCTIONS:
- Receive delivered parts, supplies, materials, and equipment.
- Verify that delivered items match purchase-order specifications, including quantity, condition, and part number.
- Complete all required receiving documentation and ensure invoices are reviewed for accuracy.
- Accurately record the issuance, return, and receipt of materials, including back-ordered items, in the appropriate computer system.
- Follow established inventory-control and accounting procedures for all materials handled.
- Maintain an accurate, organized, and properly labeled parts inventory.
- Complete cycle counts by the required deadlines and review system-generated reorder recommendations.
- Assist with the annual physical inventory count.
- Maintain an organized and clean stockroom.
- Stock received and returned parts in the appropriate bins and ensure all items are properly numbered and easily accessible to technicians.
- Ensure parts returns, cores, warranty items, and defective parts are processed accurately and on time so the company receives the appropriate vendor credit.
- Maintain and regularly review open purchase orders.
- Review work orders to verify the accuracy of parts usage.
- Maintain and update required Safety Data Sheets (SDS) in accordance with OSHA requirements.
- Collect Driver Vehicle Inspection Reports (DVIRs), verify that required repairs have been completed, and properly file the documentation for future reference.
- Answer the shop telephone, route calls appropriately, and accurately record messages.
- Assist the Accounting Department with accurately recording transactions related to Accounts Payable and Accounts Receivable and verifying aging reports.
- Provide professional customer service when assisting employees, vendors, customers, and members of the public.
- Follow written and verbal instructions and communicate effectively, both verbally and in writing.
- Assist management and customers with special reports related to vehicle and equipment maintenance as needed.
- Review current reporting methods and offer recommendations for process improvements.
- Perform other job-related duties as assigned.
JOB QUALIFICATIONS AND SKILLS:
To perform this position successfully, an individual must be able to complete each essential function satisfactorily. The qualifications listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Experience with parts coordination, inventory control, purchasing, warehousing, maintenance administration, or a related field is preferred.
- Knowledge of inventory-control procedures, purchase orders, invoices, parts returns, and vendor credits.
- General knowledge of vehicle or equipment parts is preferred.
- Proficiency with computers, email systems, and data-entry software.
- Proficiency with Microsoft Office, particularly Excel and Word.
- Fast and accurate data-entry and keyboarding skills.
- Strong organizational skills and attention to detail.
- Ability to maintain accurate records and follow established accounting and inventory procedures.
- Strong customer-service and communication skills.
- Ability to prioritize responsibilities and work effectively in a fast-paced maintenance environment.
- Dependable, professional, and able to work collaboratively with technicians, management, vendors, and Accounting.
- Willingness to learn, accept feedback, and recommend improvements to current processes and reporting methods.
