Fleet Parts, Warranty & Maintenance Coordinator

Job Description

Job Description

DOLPHIN TRANSPORTATION SPECIALISTS

Fleet Parts, Warranty & Maintenance Coordinator

Dolphin Transportation Specialist has been the largest independently owned, operated and maintained fleet of luxury vehicles in the South Florida region, and is now a proud member of the Hoffmann Family of Companies. Dolphin currently operates in the Naples/Ft. Myers, Sarasota/Tampa and Ft. Lauderdale/Miami areas and ever expanding, with the Hoffman Family of Companies is in many cities across the U.S.

Dolphin Transportation is seeking applicants to join our Fleet Maintenance Team. Dolphin Transportation is a 24 hr./ 365-day operation. We operate 7 days a week and the hours will vary and are flexible.

Location: Naples, Florida

Department : Fleet Maintenance

Reports To: Supervisory Mechanic and Operations Manager

Employment Status : Full-Time

Ordering and managing inventory and keeping up on warranty work and coordinating with vendors

They will track maintenance history and report to our supervisory mechanic

Position Summary

Dolphin Transportation Specialists is seeking a highly organized, dependable, and detail-oriented Fleet Parts, Warranty & Maintenance Coordinator to support the efficient operation of its fleet maintenance department.

This position is responsible for ordering automotive and commercial vehicle parts, managing inventory, coordinating with vendors, administering warranty claims, and maintaining accurate vehicle maintenance records.

The successful candidate will work closely with the Supervisory Mechanic to ensure that necessary parts and materials are available, maintenance documentation is current, and fleet vehicles are returned to service efficiently.

Essential Duties and Responsibilities

1. Parts Purchasing and Procurement

Order parts, supplies, and materials for motorcoaches, limousines, and other fleet vehicles.

Research parts availability, pricing, and delivery schedules.

Verify part numbers and compatibility with specific vehicles.

Expedite critical parts orders to minimize vehicle downtime.

Monitor outstanding orders and follow up on delayed shipments.

Maintain accurate purchasing documentation.

1. Inventory Management

Maintain an organized and accurate inventory of vehicle parts, supplies, and maintenance materials.

Establish and monitor minimum stock levels for frequently used parts.

Conduct periodic physical inventory counts.

Record parts received, issued, returned, and transferred.

Identify obsolete, damaged, or excess inventory.

Assist with inventory cost control and loss prevention.

1. Warranty Administration

Track manufacturer and supplier warranties for fleet vehicles and replacement parts.

Identify repairs and components potentially eligible for warranty coverage.

Coordinate warranty repairs with dealerships, manufacturers, and authorized service providers.

Maintain documentation supporting warranty claims.

Submit and monitor warranty claims as authorized.

Follow up on warranty reimbursements and replacement parts.

Maintain accurate warranty records.

1. Vendor Coordination

Establish and maintain professional relationships with parts suppliers, dealerships, and service providers.

Obtain competitive pricing and evaluate supplier performance.

Coordinate deliveries, returns, exchanges, and credits.

Resolve incorrect shipments, billing discrepancies, and defective-part issues.

Identify opportunities to reduce purchasing costs without compromising quality.

1. Fleet Maintenance Records

Maintain accurate maintenance histories for all assigned fleet vehicles.

Record preventive maintenance services, repairs, inspections, and component replacements.

Track vehicle mileage and maintenance intervals.

Coordinate with the Supervisory Mechanic to identify upcoming scheduled maintenance.

Ensure repair documentation includes relevant dates, vehicle identification, parts, and associated costs.

Maintain organized electronic and physical maintenance records.

Assist with preparing maintenance reports for management review.

1. Shop Coordination

Communicate daily with the Supervisory Mechanic regarding parts requirements and maintenance priorities.

Provide updates on outstanding orders and expected delivery dates.

Help coordinate parts availability for scheduled repairs.

Notify the Supervisory Mechanic of supply shortages or warranty-related issues.

Support efficient shop operations and minimize unnecessary vehicle downtime.

Required Qualifications

High school diploma or equivalent.

Previous experience in automotive parts, inventory management, purchasing, or fleet maintenance administration.

Working knowledge of automotive parts and vehicle maintenance terminology.

Strong organizational and recordkeeping skills.

Computer proficiency and inventory management software.

Ability to communicate effectively with mechanics, vendors, and management.

Strong attention to detail and ability to manage multiple priorities.

Preferred Qualifications

Experience with commercial vehicles, sedans, SUV's motorcoaches, buses, or heavy-duty truck parts.

Familiarity with manufacturer warranty procedures.

Experience using fleet maintenance management software.

Knowledge of preventive maintenance scheduling.

Experience maintaining vehicle repair histories and tracking maintenance expenditures.

Reporting Structure

The Fleet Parts, Warranty & Maintenance Coordinator, reports directly to the Supervisory Mechanic.

The Supervisory Mechanic establishes maintenance priorities, oversees mechanical operations, and verifies the technical accuracy of maintenance information.

The Coordinator is responsible for the administrative, procuring, inventory, and documentation functions supporting those operations.

Performance Expectations

Employee performance will be evaluated based on:

1. Accuracy of parts inventory and maintenance records.
2. Timeliness of parts ordering and delivery coordination.
3. Effectiveness of warranty claim tracking and follow-up.
4. Accuracy and completeness of fleet maintenance histories.
5. Vendor responsiveness and purchasing cost control.
6. Communication and cooperation with the Supervisory Mechanic, maintenance personnel and vendors.

Dolphin Transportation Incentives

- Very Competitive Pay

- Full time position available

- Benefits

Must have a valid driver's license, clean driving record, reliable transportation to and from work, and work as a team player.

EEOC / DFWP

This position is for work at our Naples, FL. location