Parts and Administrative Coordinator

Job Description

Job Description

Parts & Administrative Coordinator

Fixall Equipment LLC is seeking an organized, dependable, and detail-oriented Parts & Administrative Coordinator to support our service operations.

Fixall Equipment provides mobile equipment service and repair for forklifts, material-handling equipment, dock equipment, conveyors, and other commercial and industrial equipment.

This position will play an important role in keeping our parts, inventory, vendor accounts, and job billing information organized and accurate. We are looking for someone who is comfortable working independently, following processes, and keeping track of multiple moving pieces in a busy service environment.

• Receive incoming parts, supplies, and equipment deliveries.

• Verify shipments against purchase orders, packing slips, and vendor invoices.

• Identify and report missing, damaged, incorrect, or backordered parts.

• Label and organize parts when received.

• Track parts from the time they are ordered through receipt and assignment to the appropriate customer/job.

• Coordinate office staff regarding parts that have arrived or are still outstanding.

• Maintain organized records for parts orders, returns, warranties, credits, and core returns.

• Assist with vendor returns and follow up on outstanding vendor credits.

• Maintain an accurate inventory tracking system for the shop and company service vehicles.

• Track commonly used parts, materials, fluids, supplies, and consumables.

• Maintain established minimum and maximum inventory levels.

• Monitor inventory usage and identify items that need to be reordered.

• Perform routine physical inventory counts and reconcile discrepancies.

• Track inventory issued to individual service vehicles and technicians.

• Help establish and maintain an organized system for shop and vehicle inventory.

• Identify excessive, obsolete, missing, or slow-moving inventory.

• Enter parts, costs, vendor information, and other billing-related information into Monday.com.

• Ensure parts purchased for customer jobs are assigned to the correct work order/customer.

• Review documentation to make sure billable parts and materials are captured before jobs are invoiced.

• Upload and organize invoices, receipts, packing slips, and supporting documentation.

• Work with dispatch, technicians, and management to resolve missing information.

• Enter and organize vendor bills and invoices.

• Match vendor invoices to purchase orders, receipts, and job documentation.

• Verify that vendor charges are accurate before payment.

• Code expenses and bills to the appropriate customer, job, vehicle, inventory, or expense category.

• Monitor vendor account balances and upcoming due dates.

• Prepare and/or process approved vendor payments.

• Maintain vendor statements and reconcile discrepancies.

• Follow up with vendors regarding credits, missing invoices, incorrect charges, or account issues.

• Maintain accurate electronic records of vendor invoices and payments.

• Maintain organized digital and physical records.

• Assist with purchase orders and parts ordering as needed.

• Communicate with vendors regarding pricing, availability, shipping, and order status.

• Assist management with reports related to inventory, parts spending, outstanding orders, and accounts payable.

• Provide general administrative support to the office and service departments as needed.

• Strong organizational skills and attention to detail.

• Comfortable working with numbers, invoices, and financial information.

• Ability to manage multiple priorities and follow tasks through completion.

• Basic understanding of accounts payable, invoicing, or bookkeeping preferred