Parts Manager/Shop Administrator- Heavy Civil Infrastructure

Fay, S&B USA Construction builds complex infrastructure across the Mid-Atlantic such as major bridges, tunnels, highways, and P3 programs that demand technical depth and strong field leadership. Safety, quality, and schedule are not checkboxes here — they are the standard we hold ourselves to on every project, every day. Whether you are early in your career looking for the kind of project exposure that accelerates growth, or a seasoned professional ready to lead work at the highest level, you will find both here. We invest in the people who build with us, and the projects we take on reflect that commitment. The Parts Manager / Shop Administrator keeps the shop supplied and organized. Half of the role will be in support of the shop manager with parts acquisition and purchasing, inventory and vendor relations. The other half handles the shop's administrative work: work orders, records, vehicle fleet services, mileage reporting and various reporting. The ideal candidate is organized, detail-oriented and comfortable switching between the parts counter and the office. They help the shop manager keep equipment repaired on time and on budget. And vehicle fleet in compliance. Parts Manager Duties (50%) Purchasing and sourcing Order parts, filters, fluids, tires, tools and shop supplies to support scheduled maintenance and repairs. Get quotes, compare price and lead time, and pick the best-value source. Track open orders and expedite urgent or critical parts to limit equipment downtime. Process warranty claims, core returns and returns of incorrect or defective parts. Inventory control Keep the parts room, bins and storage areas organized. Receive, inspect and log all incoming parts against packing slips and purchase records. Issue parts to technicians and charge them to the correct work order, unit or job. Set and maintain stock levels and reorder points for frequently used parts. Conduct annual counts of physical inventories; reconcile and resolve discrepancies. Vendor relations Build and maintain relationships with parts dealers, suppliers and service vendors. Negotiate pricing, terms and account discounts; set up new vendor accounts. Monitor vendor performance on price, delivery and quality. Cost tracking Match invoices to receiving records; resolve any billing problems with vendors. Support budgeting by forecasting parts needs for upcoming maintenance. Shop Administrator Duties (50%) Work orders and maintenance records Open, assign, track and close work orders; make sure labor, parts and notes are complete. Keep maintenance histories for fleet units up to date in the shop's maintenance or fleet software. Track preventive maintenance schedules and alert the Shop Manager when service is due. Equipment and fleet records Maintain the fleet files: registrations, insurance cards and inspection records. Track renewal dates for registrations, DOT annual inspections, IFTA/IRP and other items as applicable. Office support Code and route shop invoices and expense reports to Accounting. Answer phones and emails, schedule outside repairs and coordinate equipment and parts transportation with logistics manager. Order office supplies. Reporting Prepare weekly and monthly reports on open work orders, equipment downtime, maintenance costs and upcoming renewals. Help the Shop Manager with special projects, budgets and process improvements. Track capital repair projects. Qualifications Required High school diploma or GED. 3+ years in parts management, parts counter or purchasing, ideally in heavy equipment, construction, fleet or automotive. Working knowledge of equipment parts, part numbers and cross-referencing. Proficiency in Microsoft Office, especially Excel and Outlook. Valid driver's license with a clean driving record. Preferred Associate's degree or coursework in business, supply chain or a related field. Experience with fleet maintenance or inventory software (e.g. Viewpoint). Familiarity with DOT and OSHA recordkeeping. Skills and A…

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