REGIONAL PARTS COORDINATOR

Job Summary

The Fleet Parts Coordinator ensures timely, accurate parts availability and smooth work order execution at the branch level to maximize fleet uptime. Embedded within Fleet Operations and working closely with Procurement, this role manages inventory accuracy, warranty and modification claims, vendor sourcing, and work order lifecycle (assignment, tracking, reconciliation, and closure). The coordinator serves as a communication hub among technicians, regional maintenance, branch leadership, and Procurement, assisting with cost control, process consistency, and operational efficiency.

Key Responsibilities

• Branch Work Order Management
  • Open, assign, and prioritize work orders to Service Technicians; communicate scope, parts status, and ETAs.
  • Track progress daily; remove obstacles and escalate parts constraints or vendor delays.
  • Reconcile and close work orders by verifying parts used, labor hours, codes, notes, and attachments; ensure accuracy ahead of final approval.
  • Partner with managers to balance technician workload, shift scheduling, and response to urgent repairs.
  • Ensure technician payroll/time entries are submitted daily with accurate labor coding aligned to work order.
• Warranty & Modification/Recall Claims
  • Identify warranty‑eligible parts and labor at creation/closure of work orders.
  • Initiate and track warranty and manufacturer modification/recall claims, including:, failure documentation, photos, serials, mileage/hours, cause‑correction details, and supporting invoices.
  • Maintain a warranty claims log with statuses, deadlines, credits received, and recoveries by vendor/OEM.
  • Coordinate parts returns, capture core charge credits, and reconcile credit memos back to work orders.
  • Provide oversight and guidance to technicians and Regional Maintenance Coordinators to maximize recoveries and compliance with OEM/vendor policies.
• Inventory & Parts Operations
  • Coordinate with Corporate Fleet Parts Planner for inventory discrepancies and established best practices.
  • Conduct periodic inventory assessments to validate on‑hand counts, identify dead/slow stock, and drive redistribution, vendor buy‑backs, or disposal.
  • Support Perpetual Inventory (daily bin adjustments, cycle counts, and annual audits); investigate variances.
  • Maintain SKUs/internal part numbers, standardized filter kits and PM service packages.
  • Set and adjust min/max and reorder points using usage trends, lead times, and criticality to ensure Preventative Maintenance readiness and reduce stockouts.
  • Monitor inventory turnover and recommend actions.
  • Maintain clean, organized parts room(s) with accurate labeling and bin locations.
• Procurement & Vendor Collaboration
  • Use vendor portals to source availability, lead times, alternates, pricing, and to place/track orders when appropriate.
  • Create and route PO Requisitions for regional services/parts; support Procurement with bulk pricing and stock order discounts.
  • Relay regional needs to the Procurement Specialist; coordinate approvals and shipping instructions.
  • Assist managers and technicians in identifying proper parts for repairs (VIN/serial lookup, alternate parts).
• Shipping, Receiving & Warehouse Operations
  • Perform general shipping/receiving for inbound/outbound parts, including forklift operation when required.
  • Verify packing lists, quantities, damage, and update ERP; label and stage for technicians or jobs.
  • Pick/kit work orders; ship parts to other branches and field techs promptly with documentation.
  • Track returns (including cores) end‑to‑end to ensure timely credits.

Qualifications

Skills:

• Basic computer skills including Microsoft Office, Outlook and Teams.
• Attention to detail and organizational skills.
• Effective verbal and written communication skills.
• Ability to work effectively and efficiently in a fast-paced environment.
• Basic skills with ERP systems.
• Experience with vendor portals navigation for sourcing, pricing, and order tracking.

Education & Experience:

• 1-3 years of experience in customer service, inventory and/or shipping and receiving.
• High School Diploma and/or GED equivalent.
• Valid Florida Driver’s License.
• Must be legally authorized to work in the United States.
• Must be able to read, speak, and understand English.

Working Conditions

• Sims Crane & Equipment maintains a firm commitment to providing a safe and healthy work environment for its employees and quality services to its clients. Sims Crane & Equipment is a drug-free workplace. Must be able to pass a post-offer / pre-placement drug screen. Must also submit to a post-offer / pre-employment background report & motor vehicle check.
• Work is performed in a standard construction environment with prolonged periods of standing, sitting and/or walking. Subject to standing, walking, bending, reaching, stooping, and lifting objects up to 100 pounds at times. May occasionally be exposed to dangerous machinery, extreme noise and physical harm in areas requiring hard hats, safety glasses and steel-toed safety shoes.
• Ability to pass DOT pre-placement physical and physical capacities exam.

Disclaimer: An employee must be able to perform the essential functions of the job, with or without reasonable accommodation.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.