Transportation Parts Inventory Specialist - Part Time

Transportation Parts & Inventory Specialist

Part-time - 4 hours per day

Position Summary

The Parts & Inventory Specialist is responsible for coordinating the procurement, tracking, and inventory management of parts required for fleet maintenance and repair operations. This position reviews blueprints, schematics, and technical documentation to identify required components, obtains vendor quotes, manages purchasing records, processes invoices, receives inventory into the Samsara work order and inventory system, and ensures accurate documentation throughout the procurement process. The specialist serves as a key link between maintenance personnel, vendors, and accounting to ensure parts are available when needed and all purchasing and inventory records remain accurate and up to date.

Essential Duties & Responsibilities

Review blueprints, technical drawings, schematics, and parts catalogs to identify required components and materials.

Obtain quotes from vendors and suppliers while comparing pricing, availability, and delivery schedules.

Coordinate the procurement process from quote through purchase, delivery, receipt, and documentation.

Track purchase orders, shipments, backorders, and vendor communications.

Receive, inspect, and verify incoming parts for accuracy and quality.

Enter received inventory into the Samsara work order and inventory management system.

Maintain accurate inventory records, including quantities, locations, part numbers, and usage history.

Monitor work order status within Samsara to ensure repairs progress efficiently and are completed accurately.

Communicate work order updates and completion status through the Samsara platform.

Process vendor invoices and reconcile them with purchase orders and receiving documentation.

Understand, assign, and accurately document accounting and general ledger (GL) account codes for purchases.

Maintain procurement logs and supporting documentation for auditing and financial accountability.

Utilize Google Sheets to maintain accounting records, procurement tracking, inventory reports, and budget information.

Work within a Google Workspace environment, including Google Sheets, Docs, Drive, Gmail, and Calendar.

Utilize AI-powered tools, including ChatGPT integrations within Google Sheets, to improve data management, reporting, and workflow efficiency.

Coordinate with maintenance technicians to ensure required parts are available to minimize equipment downtime.

Assist with inventory counts, audits, and continuous improvement of inventory control procedures.

Required Qualifications

High school diploma or GED required; Associate's degree in Business, Supply Chain, Automotive Technology, or a related field preferred.

Minimum of two (2) years of experience in inventory management, purchasing, fleet maintenance support, or a related field.

Experience reading and interpreting blueprints, technical drawings, and parts diagrams.

Working knowledge of purchasing procedures, inventory control, and invoice processing.

Understanding of accounting practices, including general ledger (GL) account coding.

Strong organizational, analytical, and problem-solving skills.

Excellent written and verbal communication skills.

Ability to manage multiple projects and priorities with minimal supervision.

Required Technical Skills

Advanced proficiency with Google Workspace, especially Google Sheets.

Experience building, maintaining, and analyzing spreadsheets using formulas, filters, sorting, lookups, pivot tables, and data validation.

Experience using Samsara for fleet maintenance, work orders, inventory management, or similar operational workflows.

Ability to accurately maintain electronic inventory, procurement, and accounting records.

Comfortable working with AI-assisted tools, including ChatGPT-integrated workflows within Google Sheets.

Strong computer skills with the ability to quickly learn new software platforms and technologies.

High level of accuracy in data entry and electronic record management.

Preferred Qualifications

Experience in fleet maintenance, public works, transportation, heavy equipment, or automotive operations.

Knowledge of vehicle and equipment parts identification.

Experience with procurement, vendor management, and inventory control systems.

Familiarity with budgeting and departmental purchasing processes.

Key Competencies

Procurement and purchasing

Inventory management

Technical aptitude

Blueprint interpretation

Attention to detail

Organization and time management

Vendor relationship management

Data analysis

Google Workspace proficiency

Technology adaptability

Accountability and accuracy

Customer service and teamwork