Parts Clerk / Shop Administrator - Diesel Fleet Maintenance

Job Summary

The Parts Clerk / Shop Administrator plays a critical role in supporting the day-to-day operations of a busy diesel fleet maintenance facility. This position is responsible for managing parts procurement, inventory control, work order administration, purchase order processing, vendor coordination, warranty administration, and maintenance documentation to ensure maximum fleet uptime and operational efficiency.

Working closely with technicians, the Maintenance Manager, vendors, and administrative teams, the successful candidate will ensure the timely availability of parts and materials required to maintain a large fleet of commercial vehicles while maintaining accurate records, controlling inventory costs, and supporting all maintenance-related administrative functions.

Key Responsibilities

Parts Management & Procurement

• Serve as the primary parts coordinator for the diesel fleet maintenance shop.
• Source, order, and receive heavy-duty truck, bus, trailer, engine, electrical, brake, suspension, steering, HVAC, and preventative maintenance components.
• Establish and maintain strong relationships with suppliers and vendors to ensure competitive pricing and timely delivery of parts.
• Expedite critical and emergency orders to minimize vehicle downtime.
• Verify parts accuracy, quantities, and pricing against purchase orders and vendor documentation.
• Coordinate parts availability with technicians and shop management to support scheduled and unscheduled repairs.
• Process vendor returns, core returns, credits, and defective parts claims.
• Monitor lead times and identify alternative sourcing options when required.

Inventory Control

• Maintain accurate inventory records within the Vehicle Maintenance System (VMS).
• Monitor stock levels and maintain appropriate inventory quantities for high-usage maintenance and repair parts.
• Perform cycle counts and assist with periodic inventory audits.
• Investigate and resolve inventory discrepancies, shortages, and system errors.
• Create and maintain part numbers, descriptions, pricing updates, and inventory locations.
• Organize and maintain an efficient parts room and storage area to ensure quick access and accountability.
• Track inventory usage trends and recommend stock adjustments based on fleet maintenance requirements.

Work Order Administration

• Print, organize, and distribute work orders for approval and processing.
• Track work order progress and ensure accurate completion within the maintenance system.
• Support technicians with work order documentation and system-related issues.
• Ensure labor, parts, and repair information are accurately recorded.
• Maintain organized electronic and physical maintenance records in accordance with company standards.

Purchase Orders & Invoice Processing

• Create, issue, monitor, and receive purchase orders for parts, supplies, and external repair services.
• Reconcile purchase orders, packing slips, and invoices to ensure accuracy.
• Process vendor invoices and forward approved documentation to Accounts Payable.
• Investigate and resolve pricing discrepancies, receiving variances, and billing issues.
• Generate daily, weekly, and monthly purchasing and inventory reports as required.

Fleet Maintenance Support

• Assist with tracking preventative maintenance schedules and required service intervals.
• Update mileage, engine hours, fuel readings, and other fleet maintenance data.
• Support compliance documentation related to vehicle inspections, repairs, and maintenance activities.
• Collaborate with technicians and management to ensure repair priorities are effectively managed.

Warranty Administration

• Prepare, submit, and track warranty claims for vehicle components, equipment, and repair parts.
• Maintain warranty documentation and ensure claims are processed within manufacturer guidelines.
• Monitor claim status and follow up with suppliers regarding approvals and reimbursements.

Safety & Compliance

• Maintain WHMIS documentation, Safety Data Sheets (SDS), and regulatory compliance records.
• Support shop safety initiatives and ensure adherence to company policies and industry regulations.
• Maintain accurate maintenance records in compliance with provincial and federal transportation standards.

General Administrative Support

• Order and maintain shop supplies, office materials, and consumables.
• Prepare reports and documentation for maintenance leadership.
• Assist with data entry, filing, record retention, and special projects.
• Work closely with the Shop Manager, Branch Manager, Accounts Payable, and Regional Maintenance team to support overall fleet operations.
• Perform other related duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous experience as a Parts Clerk, Parts Coordinator, Fleet Administrator, Service Writer, or Shop Administrator in a diesel, transportation, trucking, bus, construction, agricultural, or heavy equipment environment preferred.
• Strong knowledge of heavy-duty vehicle parts and maintenance operations considered a significant asset.
• Experience with inventory control, purchasing, and vendor management.
• Proficiency with Microsoft Office and computerized maintenance management systems (CMMS/VMS).
• Strong organizational, time management, and multitasking abilities.
• Excellent attention to detail and accuracy in recordkeeping and data entry.
• Effective communication and interpersonal skills.
• Ability to work independently while supporting a collaborative maintenance team.
• Strong problem-solving skills and commitment to customer service and operational excellence.

Compensation

$50,000 - $65,000 annually

Why Join First Student?

At First Student, our team of over 60,000 employees is dedicated to safely transporting more than 5 million students and passengers every day. As a leader in transportation and fleet maintenance, we rely on skilled professionals who help keep our vehicles safe, reliable, and road-ready. The Parts Clerk / Shop Administrator plays a vital role in supporting fleet maintenance operations, ensuring technicians have the parts, tools, and information needed to keep our fleet operating at peak performance.

First for a reason

At First Student, we are a family of 60,000+ employees who take pride in safely transporting more than 5 million students and passengers to and from their destinations each day! Our family of brands include Transco, Total Transportation, Maggies Paratransit, and GVC II. Our employees are at the forefront of safety and innovation; they create and implement the most advanced training and technology the transportation industry has to offer.