Overview

Parts & Inventory Coordinator Jobs in East Falmouth, MA at Cavossa Disposal

The Parts & Inventory Coordinator is responsible for supporting the Fleet Maintenance Department by coordinating the ordering, tracking, receiving, organization, and inventory of vehicle and equipment parts.

A key objective of this position is to help reduce vehicle and equipment downtime by ensuring needed parts are identified, sourced, ordered, tracked, and available as efficiently as possible.

This position works closely with the Fleet Maintenance Manager and maintenance team to ensure the correct parts are identified, ordered at a competitive price, received in a timely manner, and properly documented. The Parts Person will also maintain an organized and clean parts storage area and accurate records of parts purchases and inventory.

This role is well suited for someone who is highly organized, detail-oriented, comfortable working with vendors and spreadsheets, and able to manage multiple requests and priorities.

Key Responsibilities

Parts Ordering & Purchasing

  • Receive and process Parts Order Request Forms submitted by the Fleet Maintenance team.
  • Work with the Fleet Maintenance Manager to determine what parts are needed and the priority/timeline for each request.
  • Prioritize parts requests based on operational need and the potential impact on vehicle or equipment downtime.
  • Research parts to confirm the correct part, specifications, availability, and compatibility with the applicable vehicle or equipment.
  • Compare vendors to identify the best combination of price, quality, availability, and delivery time.
  • Place approved parts orders with vendors and suppliers.
  • Follow up proactively on outstanding orders, backordered items, shipping delays, and other purchasing issues.
  • Communicate order status and anticipated delivery dates to the Fleet Maintenance Manager.
  • Identify alternative parts, suppliers, or delivery options when an order delay could unnecessarily keep a vehicle or piece of equipment out of service.
  • Develop and maintain productive relationships with parts vendors and suppliers.

Parts Tracking & Documentation

  • Maintain the department’s Parts Tracking Excel spreadsheet.
  • Accurately record and maintain information including: Part description, Part number, Vendor/supplier, Cost, Vehicle/equipment associated with the part, Date ordered, Expected delivery date, when available, Date delivered/received
  • Update records promptly as parts are ordered and received.
  • Maintain visibility of open and outstanding parts orders so delayed orders can be identified and addressed quickly.
  • Maintain organized records of Parts Order Request Forms.
  • File completed request forms and related documentation for future reference.
  • Help maintain accurate purchasing records so management can review parts costs by vehicle, vendor, or time period.

Receiving & Inventory

  • Receive incoming parts and verify deliveries against the original order.
  • Confirm that the correct part and quantity were received.
  • Notify the Fleet Maintenance Manager of incorrect, damaged, missing, or backordered items.
  • Maintain an accurate inventory of commonly stocked parts and supplies.
  • Monitor inventory levels and identify items that need to be reordered.
  • Work with the Fleet Maintenance Manager to identify frequently used or critical parts that should be kept in stock to minimize avoidable downtime.
  • Assist in establishing appropriate minimum quantities for commonly used parts and supplies.
  • Help prevent unnecessary duplicate purchases by checking existing inventory before ordering new parts.
  • Identify opportunities to improve inventory levels based on usage, recurring repairs, and operational needs.

Parts Closet & Storage Organization

  • Maintain the parts closet and designated parts storage areas.
  • Ensure parts are clearly labeled and stored in designated locations.
  • Maintain an organized system that allows mechanics and maintenance personnel to quickly locate needed parts.
  • Keep parts shelves, storage areas, and surrounding workspaces clean and orderly.
  • Periodically review inventory for obsolete, unused, returned, or incorrectly stored parts.
  • Work with the Fleet Maintenance Manager to continuously improve the organization and efficiency of the parts storage system.

Fleet Maintenance Support & Downtime Reduction

  • Work closely with the Fleet Maintenance Manager to understand upcoming repairs, scheduled maintenance, and anticipated parts needs.
  • Proactively identify and order approved parts needed for upcoming scheduled work whenever possible.
  • Help ensure parts are available before scheduled repairs or maintenance begin.
  • Monitor outstanding parts associated with vehicles or equipment that are currently out of service.
  • Escalate significant parts delays, backorders, or availability issues to the Fleet Maintenance Manager.
  • Research alternative vendors, parts, or delivery methods when doing so may help return a vehicle or piece of equipment to service sooner.
  • Support the Fleet Maintenance Department’s overall goal of keeping vehicles and equipment safe, operational, and available for service.

Qualifications

  • Strong organizational skills and attention to detail.
  • Ability to maintain accurate records and follow established processes.
  • Comfortable using Microsoft Excel and basic computer programs.
  • Ability to research products, compare pricing, and communicate with vendors.
  • Strong written and verbal communication skills.
  • Ability to manage multiple requests and changing priorities.
  • Dependable and able to work independently while coordinating closely with the Fleet Maintenance Manager and maintenance team.
  • Basic knowledge of automotive, truck, diesel, heavy equipment, or mechanical parts preferred.
  • Previous experience in parts, purchasing, inventory, automotive, trucking, fleet maintenance, or a related environment is preferred but not required.

Preferred Experience

  • Experience working in a truck, automotive, diesel, heavy equipment, or fleet maintenance environment.
  • Familiarity with vehicle and equipment parts and terminology.
  • Experience ordering parts from multiple vendors.
  • Experience with inventory management or parts-room organization.
  • Experience using Excel to track purchases, inventory, or operational information.

Position Expectations

The Parts & Inventory Coordinator is expected to maintain an accurate, organized, and proactive parts management system that supports the Fleet Maintenance Department and helps minimize unnecessary vehicle and equipment downtime.

Success in this position means:

  • Parts requests are processed promptly and accurately.
  • Needed parts are researched and sourced with consideration for both cost and operational urgency.
  • Outstanding orders are actively tracked and followed up on.
  • The Fleet Maintenance Manager has clear visibility into what has been requested, ordered, received, and remains outstanding.
  • Frequently used and critical parts are appropriately stocked.
  • Parts inventory and storage areas are clean, organized, and easy to navigate.
  • Parts are available when possible before scheduled maintenance and repairs begin.
  • Purchasing decisions balance cost savings with the operational importance of returning vehicles and equipment to service.

Pay: $18.00 – $25.00 per hour

Benefits:

  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Profit sharing
  • Vision insurance

Work Location: In person

Title: Parts & Inventory Coordinator

Company: Cavossa Disposal

Location: East Falmouth, MA

Category:

 

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