Fleet Support Specialist

Fleet Support Specialist

The Fleet Support Specialist provides day-to-day parts, inventory, recordkeeping, and administrative support to the Tidy Services Fleet Department and maintenance shop. This position helps keep mechanics productive by sourcing and tracking parts, receiving and organizing inventory, maintaining accurate Fleetio records, processing core returns and warranty documentation, following up with vendors, and supporting the Fleet Manager with reports and fleet-related administrative work. This is a support position, not a supervisory or mechanic position. The Fleet Support Specialist does not direct mechanics, establish repair priorities, make final technical repair decisions, or independently approve major purchases. The Fleet Support Specialist reports to the Fleet Manager and works closely with the Shop Foreman, mechanics, Accounting, vendors, and other Tidy departments. The position is responsible for keeping fleet parts, inventory, purchasing records, credits, and administrative information accurate, organized, and current.

Job Responsibilities

The responsibilities of the Fleet Support Specialist include, but are not limited to:

Parts Sourcing, Ordering, and Receiving

• Receive parts requests from the Fleet Manager, Shop Foreman, and authorized mechanics.
• Research and identify parts using vehicle identification numbers, equipment serial numbers, manufacturer information, part numbers, photographs, measurements, and other available information.
• Source parts and supplies through approved vendors.
• Compare price, availability, shipping cost, delivery time, warranty coverage, and other relevant factors when sourcing parts.
• Obtain required approval before placing purchases in accordance with established purchasing procedures and authorization limits.
• Place approved orders and accurately document the vendor, part number, quantity, cost, vehicle or equipment unit, work order, expected delivery date, and other required information.
• Track open orders, backorders, estimated delivery dates, partial shipments, and vendor delays.
• Follow up with vendors until orders are received or a different sourcing decision is made.
• Communicate material parts delays, availability problems, and unexpected cost changes to the Fleet Manager and Shop Foreman.
• Receive incoming parts and supplies and verify that the quantities, part numbers, condition, and pricing match the order and packing documentation.
• Label and stage received parts for the correct vehicle, equipment unit, work order, or mechanic.
• Coordinate the return of incorrect, damaged, defective, duplicate, or unused parts.
• Track pending vendor credits and confirm that expected credits are received.
• Coordinate local parts pickups or deliveries when assigned and authorized.

Parts Inventory and Shop Supplies

• Maintain accurate parts and supply inventory records in Fleetio and other assigned systems.
• Record parts received into inventory and assign parts issued from inventory to the correct vehicle, equipment unit, work order, department, or expense category.
• Conduct regular physical cycle counts and compare physical quantities with system records.
• Research and report inventory discrepancies, missing items, duplicate entries, incorrect quantities, and unrecorded parts usage.
• Organize and label parts bins, shelves, storage areas, fluids, filters, supplies, and other stocked items.
• Maintain a clean, orderly, and functional parts and inventory area.
• Monitor established minimum and maximum stocking levels and prepare routine replenishment orders for approval.
• Help ensure commonly used filters, fluids, fittings, electrical components, brake parts, shop supplies, and other approved stock items remain available.
• Identify obsolete, damaged, slow-moving, excess, or duplicate inventory and bring it to the Fleet Manager's attention.
• Assist the Fleet Manager with determining which parts and supplies should be routinely stocked based on usage and fleet needs.
• Help reduce emergency purchases, duplicate orders, lost parts, unnecessary inventory, and delays caused by inaccurate stock information.
• Warranty Claims, Core Returns, and Credits
• Work with the Shop Foreman and mechanics to identify parts that may qualify for warranty coverage or require a core return.
• Save, label, protect, and properly segregate warranty parts and cores.
• Collect required supporting information, including work-order information, purchase documentation, vehicle information, serial numbers, mileage or equipment hours, photographs, and failure descriptions.
• Prepare and submit routine warranty documentation in accordance with vendor and manufacturer requirements.
• Track open warranty claims and follow up with vendors until the claim is approved, denied, resolved, or escalated to the Fleet Manager.
• Coordinate core-return shipping, pickup, packaging, documentation, and return deadlines.
• Maintain a tracking list of outstanding cores, warranty claims, expected reimbursements, and vendor credits.
• Verify that core credits, warranty reimbursements, and returned-part credits are received and properly documented.
• Notify the Fleet Manager of overdue claims, missed return deadlines, disputed credits, denied claims, or significant recoverable amounts that remain unresolved.

Fleetio, Work Orders, and Data Entry

• Enter and maintain accurate parts, vendor, purchasing, inventory, and work-order information in Fleetio and other assigned systems.
• Ensure parts and costs are assigned to the correct vehicle, equipment unit, work order, location, or department.
• Enter vendor information, part numbers, quantities, purchase prices, invoice numbers, receipt information, order dates, and other required details.
• Attach or properly store invoices, receipts, packing slips, return documentation, warranty records, and credit information.
• Assist with creating or updating work orders when directed by the Fleet Manager or Shop Foreman.
• Review work orders for missing administrative information, including mileage, equipment hours, parts, costs, vendor information, receipts, and required attachments.
• Identify incomplete complaint, cause, and correction documentation and return the issue to the Shop Foreman or responsible mechanic for completion.
• Avoid changing technical repair information without accurate supporting information from the mechanic, Shop Foreman, or Fleet Manager.
• Assist with correcting duplicate, outdated, incomplete, or inaccurate Fleetio records as directed.
• Maintain organized records of open parts orders, backorders, pending returns, warranty claims, core credits, and unresolved purchasing issues.
• Help ensure fleet records are complete before work orders are administratively closed.

Vendor, Invoice, and Purchasing Support

• Maintain current vendor contacts, account information, ordering procedures, catalogs, pricing information, and delivery details.
• Handle routine vendor communication regarding price, availability, order status, shipping, returns, credits, and documentation.
• Refer significant pricing disputes, purchasing exceptions, vendor-performance concerns, and strategic vendor decisions to the Fleet Manager.
• Match invoices, packing slips, receipts, credits, and purchase records to the correct order, work order, vehicle, or department.
• Identify pricing discrepancies, duplicate charges, missing credits, incorrect quantities, and billing errors.
• Work with vendors and Accounting to resolve routine documentation and billing discrepancies.
• Submit complete and accurate purchasing documentation to Accounting according to established procedures.
• Maintain records needed to support fleet-cost reporting and spending review.
• Follow all company purchasing, approval, documentation, and vendor-use requirements.

Fleet Administrative Support and Reporting

Prepare routine reports or tracking lists for the Fleet Manager, including:

• Open parts orders and backorders.
• Parts awaiting delivery.
• Inventory discrepancies.
• Outstanding core returns.
• Open warranty claims.
• Pending vendor credits.
• Parts and supply spending.
• Unassigned invoices or receipts.
• Incomplete work-order documentation.
• Assist the Fleet Manager with fleet-data cleanup, record verification, and other Fleetio projects.
• Support the preparation of monthly fleet reports and other recurring administrative information.
• Help gather vehicle, equipment, parts, cost, vendor, repair, and inventory information when requested.
• Maintain orderly electronic and paper records in accordance with company procedures.
• Follow up on assigned tasks without requiring repeated reminders.
• Communicate unresolved issues, delays, missing information, and potential cost concerns to the Fleet Manager.

Shop and Department Support

• Respond promptly to reasonable parts and information needs from the Fleet Manager, Shop Foreman, and mechanics.
• Help the shop team locate parts and supplies without unnecessarily interrupting repair work.
• Participate in fleet or shop-status meetings when requested.