Parts & Inventory Coordinator

Schedule: Monday–Friday, 7:00 AM–5:00 PM; occasional Saturday coverage during heavy PM weeks Position summary The Parts & Inventory Coordinator owns the Odessa parts cage, every parts purchase, and the work-order paper trail for IAT's fleet of 26 company trucks and supporting trailers. The role exists so the shop never waits on a part it should have had, and so no dollar leaves the shop without a work order behind it. Key responsibilities Parts cage and inventory - Own the parts cage: secured access, bin locations, labeled shelves, and a clean cage at end of every shift - Maintain the inventory list (part number, description, bin, min/max, cost, vendor) in Fleetio; every part in or out is logged the same day - Set and maintain min/max levels for fast-moving items (filters, belts, brakes, lights, fluids, DEF, tires) so PMs never stall for stock - Run a weekly cycle count on high-value and fast-moving items and a full physical count monthly; investigate and report every variance - Kit parts for scheduled PMs the day before the truck is due in Purchasing - Create a purchase request for every part or supply before it is ordered; no verbal or after-the-fact orders - Source through IAT's primary vendor first; use other approved vendors only for items the primary vendor cannot supply - Order parts within set approval limits - Receive every delivery against the PO, inspect for damage and correct part, and reject or return what does not match - Match packing slip, PO, and invoice; send the matched set to Finance within two business days of receipt - Track cores and warranty returns and make sure credits actually post Work orders - Open a Fleetio work order for every repair and PM before work starts; attach parts, labor, and vendor invoices to the correct unit number - Close work orders within 24 hours of job completion with full parts and labor detail - Keep each unit's repair history current so the Fleet Maintenance Manager and Safety can pull it on demand - Flag repeat failures on the same unit or the same part to the Fleet Maintenance Manager Shop coordination - Attend the daily morning shop huddle: report parts on hand, parts on order, and anything that will delay a truck - Keep the Fleet Maintenance Manager and dispatch informed of trucks held up on parts and the expected arrival date - Maintain vendor contact list, open-order log, and backorder report - Keep shop supplies (shop towels, uniforms, cleaning, safety consumables) stocked under the existing vendor agreements Authority and limits This role buys parts; it does not commit the company. It orders parts within set approval limits and does not sign contracts on IAT's behalf. Requirements Required - 2+ years in a parts room, parts counter, or fleet inventory role for Class 8 trucks or heavy equipment - Can read a heavy-duty parts catalog and VIN/serial-based lookups (Kenworth, Peterbilt, Cummins, PACCAR, Eaton, Bendix, trailer running gear) - Comfortable in a computer-based inventory or fleet maintenance system (IAT uses Fleetio); accurate data entry is the job - Basic Excel or Google Sheets (sort, filter, simple formulas) - Organized and consistent: keeps a clean cage and a closed work order without being chased - Able to lift 50 lbs, work in a shop environment, and drive a company vehicle for parts runs (valid Texas driver's license, clean MVR) - Passes pre-employment drug screen and background check Preferred - Fleetio experience, or a dealer parts system - Oilfield transportation or pneumatic/vacuum trailer parts experience - Bilingual English/Spanish - Forklift certified - Experience with PO matching or working alongside an accounting team What success looks like First 90 days 1. Full physical count of the parts cage completed and loaded into the inventory list by day 30 2. Min/max set for the top 50 fast-moving parts by day 45 3. Every open work order older than 30 days closed or escalated by day 60 4. PO-to-invoice match running on every delivery, with zero …

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