Parts Coordinator & Service Advisor

Summary/Objective Versatile and customer-focused automotive professional as both Parts Coordinator and Service Advisor. Skilled in managing parts inventory, processing orders, coordinating with vendors, and ensuring timely delivery, while also providing expert service guidance, accurate estimates, and excellent customer support. Known for improving workflow efficiency, building strong client relationships, and supporting seamless service operations.. To contribute dual expertise in parts coordination and service advising to a dynamic automotive service workshop, ensuring optimal inventory control, efficient service coordination, and exceptional customer satisfaction while supporting overall business growth. Essential Functions Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Parts Coordinator Core Mission:

The Parts Coordinator primary job is execution. They ensure the right parts are looked up, physically pulled, and correctly billed so that technicians never have to stop turning wrenches to hunt for components, minimizing unit downtime.

Day-to-Day Responsibilities:

Technician Support & Dispatch (The Priority)

Rapid Sourcing:

Looking up accurate part numbers for various platforms, particularly diesel and natural gas engines, using OEM software and aftermarket catalogs.

Staging:

Pulling parts for upcoming preventative maintenance services and staging them ahead of time so the technicians can grab them and go.

Bay Delivery:

In highly efficient shops, physically delivering heavy or complex parts directly to the technician's bay.

Inventory Control & Physical Space Shipping & Receiving:

Checking in daily stock orders, verifying packing slips against the physical boxes, and immediately putting away stock in the correct bin locations.

Cycle Counts:

Executing the daily physical counts of specific bins. They do the legwork required so that monthly internal audits go smoothly and the computer perfectly matches the shelf.

Housekeeping:

Maintaining a dealership-level standard of cleanliness and organization within the parts room.

Core & Warranty Management:

Core Tracking:

Heavy-duty truck parts involve a massive amount of core charges. The specialist is responsible for tagging, storing, and returning dirty cores to vendors to get the shop's money back.

Warranty Processing:

Securing failed parts, tagging them with the correct repair order, and preparing them for warranty inspection or return shipping.

External Sales & Customer Service Front Counter Handling:

Serving walk-in customers and answering parts phone calls.

Consultation:

Providing high-end, knowledgeable service to local customers so they feel confident buying locally rather than driving to a major city hub.

Billing Execution Accurate Posting:

Ensuring every single nut, bolt, and filter is correctly billed to the exact internal fleet unit or external customer repair order. They must strictly apply the pricing tiers established by management

Service Advisor Core Job Duties:

Customer Relations & Service Writing Primary Point of Contact:

Serve as the face of the shop for both external commercial clients and internal fleet drivers, ensuring all interactions reflect top-tier professionalism.

Intake & Diagnostics:

Listen to driver concerns, conduct initial visual inspections, and accurately document the "complaint, cause, and correction" on repair orders.

Estimate Preparation:

Generate accurate cost and time estimates for labor and parts, carefully managing the distinct billing rates for internal inter-company tickets versus external customer invoices.

Roadside Dispatch:

Coordinate dispatching and logistics for daytime on-call hours to support the roadside service program.

Workflow & Shop Coordination:

Technician Scheduling:

Manage the daily workflow for the seven-mechanic team, assigning jobs based on technician skill levels and certifications (e.g., routing complex diesel or natural gas engine diagnostics to the right person).

Downtime Mitigation:

Keep customers and internal dispatchers proactively updated on vehicle status, delays, or changes in promised completion times to minimize operational downtime. Preventative Maintenance (PM)

Advocacy:

In FullBay Proactively review vehicle histories to recommend and schedule routine maintenance, reinforcing a "lead by example" standard that prevents costly road breakdowns.

Administrative & Inventory Support:

Parts Coordination:

Work closely with the parts Supplier to ensure necessary components are readily on hand for scheduled repairs, preventing bottlenecks in the bays.

Quality Control & Auditing:

Assist in closing out repair orders accurately, reconciling warranty claims, and participating in monthly internal audits to ensure shop operations remain smooth and profitable. Job Qualifications/Requirements ,

Experience & Skills Industry Experience:

1-3 years of experience as a Service Advisor in a commercial truck, heavy-duty equipment, or dealership environment.

Technical Literacy:

Strong foundational knowledge of heavy-duty truck systems, with specific familiarity regarding Cummins diesel and natural gas engines being a major plus.

Systems Proficiency:

Experience with Shop Management Systems like FullBay for tracking repair orders, inventory, and customer history.

Communication Mastery:

The ability to translate complex mechanical issues into clear, actionable financial decisions for fleet managers and owner-operators.

Mindset & Culture Ownership Mentality:

Takes personal responsibility for the customer experience from the moment a truck enters the yard to the moment the keys are returned, ensuring clear communication, accountability, and attention to detail throughout the entire service process. ?

High Standards:

Committed to delivering dealership-quality service within the local community, maintaining a strategic focus on professionalism, efficiency, and customer satisfaction comparable to larger metropolitan operations. ?

Adaptability:

Skilled at adjusting priorities, urgency, and communication styles to effectively support both internal fleet assets and retail customers, balancing operational demands with a high level of service. Summary/Objective Versatile and customer-focused automotive professional as both Parts Coordinator and Service Advisor. Skilled in managing parts inventory, processing orders, coordinating with vendors, and ensuring timely delivery, while also providing expert service guidance, accurate estimates, and excellent customer support. Known for improving workflow efficiency, building strong client relationships, and supporting seamless service operations.. To contribute dual expertise in parts coordination and service advising to a dynamic automotive service workshop, ensuring optimal inventory control, efficient service coordination, and exceptional customer satisfaction while supporting overall business growth.