Fleet Support Specialist

Description: 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 ord…

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