Parts Support That Keeps Whitty's Diesel Moving At Whitty's Diesel , success depends on safe inspections, reliable troubleshooting, quality craftsmanship, and technicians who take pride in serving our community of customers. As Parts Coordinator, you will manage the flow of parts from sourcing and ordering through receiving, inventory control, repair-order staging, returns, and core recovery. Your work directly affects technician productivity, customer downtime, repair quality, parts gross profit, and the shop's ability to deliver repairs when promised. You will work closely with the Service Advisor and Shop Foreman to ensure that technicians receive the correct, approved, and properly staged parts before a truck enters a productive bay whenever possible. The Parts Coordinator does not simply order parts. This position is responsible for protecting the shop from wrong parts, unnecessary freight, lost cores, excess inventory, parts delays, and technicians waiting on materials or information.

Our Core Values:

The Foundation of Everything We Do

Trust:

Build trust with customers, coworkers, vendors, and leadership by ordering accurately, communicating clearly, documenting commitments, protecting company property, and following through on parts, return, and core responsibilities.

Quality & Craftsmanship:

Source correct, quality parts; verify fitment and specifications; maintain accurate inventory; and ensure that parts issued to repair orders support repairs completed to Whitty's Diesel standards.

Customer-Focused Service:

Help minimize customer downtime by finding the best practical parts solution, communicating verified availability and delays early, and supporting technicians with ready-to-install parts.

The Role:

Sourcing, Controlling, Receiving, and Staging Parts The Parts Coordinator is responsible for purchasing, receiving, organizing, issuing, returning, and tracking parts, supplies, cores, and related materials used in shop repairs. The position maintains accurate inventory records; supports approved parts pricing and gross-profit objectives; confirms vendor availability and ETA; stages parts to repair orders; and communicates delays or exceptions promptly. The Parts Coordinator is a key operational partner to the Service Advisor and Shop Foreman. The Service Advisor owns customer approval and repair-order billing communication. The Shop Foreman owns technician dispatch and technical repair execution. The Parts Coordinator owns the accuracy, availability, control, and movement of parts needed to perform approved work. Key Responsibilities Parts Sourcing and Ordering

• Review approved repair orders, technician parts requests, and Shop Foreman priorities throughout the day.
• Verify part number, fitment, quantity, specification, quality requirement, warranty, core requirement, and repair-order assignment before ordering.
• Source parts from approved vendors using company purchasing procedures; compare price, availability, freight, warranty, returnability, core value, and delivery time.
• Confirm actual vendor cost and availability before the Service Advisor finalizes a customer estimate whenever practical.
• Obtain a verified vendor ETA for special order, backordered, transferred, freight-shipped, or non-stock parts.
• Create and maintain purchase orders in Tek metric or the company-approved shop-management system for all parts purchases, as required by company policy.
• Order only parts associated with an approved repair order , approved stock replenishment, or documented management authorization.
• Escalate unusual pricing, premium freight, supplier substitutions, special-order deposits, non-returnable parts, and purchases outside authority limits to the General Manager.
• Work with the Service Advisor before ordering major parts to verify customer deposit made, fleet purchase order, spending limit, and billing requirements.
• Source reasonable alternatives when an approved part is unavailable, including OEM, approved aftermarket, remanufactured, rebuilt, repaired, transfer, or other technically acceptable option; submit alternatives to the Shop Foreman for technical review and to the Service Advisor for customer approval when cost, warranty, or scope changes. Receiving and Repair-Order Staging
• Receive all incoming parts promptly and compare the part, packing slip, vendor invoice, and purchase order to verify correct part number, quantity, condition, cost, repair-order assignment, and core requirement.
• Identify, document, and resolve incorrect, damaged, short, duplicate, missing, or defective parts immediately.
• Enter or confirm accurate receipt of parts in the shop-management system, including actual cost, freight, core charge, vendor invoice number, and repair-order assignment.
• Label all received parts with repair-order number, customer/unit identification, technician or work area if applicable, and status.
• Stage parts in the designated repair-order staging area so that all available parts are organized together and easily located before the job enters a productive bay.
• Notify the Shop Foreman and Service Advisor when all required parts are received and the repair order is ready for scheduling.
• Notify the Shop Foreman and Service Advisor immediately when parts are delayed, backordered, incorrect, damaged, or incomplete; provide the verified ETA, alternate-source status, and next action.
• Maintain clear separation between customer-owned parts, stocked inventory, special-order parts, core returns, warranty parts, defective parts, and parts awaiting return.
• Deliver or make parts available to the assigned technician promptly, while maintaining repair-order accountability and preventing misallocation between jobs. Inventory Control
• Maintain accurate inventory records, part locations, bin labels, reorder points, stock quantities, and inventory counts in the company-approved system.
• Organize stock areas so common service parts, fluids, filters, hardware, and high-use materials are clearly labeled, secure, accessible, and replenished appropriately.
• Perform cycle counts according to company schedule; investigate and report quantity variances, damaged inventory, missing inventory, obsolete inventory, and system errors.
• Assist with periodic physical inventory and reconciliation of inventory records to actual on-hand quantities.
• Monitor usage trends, vendor lead times, technician demand, seasonal work, and fleet requirements to recommend stocking levels for commonly used parts and supplies.
• Avoid overstocking slow-moving or non-returnable inventory without General Manager approval.
• Identify and report obsolete, damaged, expired, duplicate, slow-moving, or excess inventory; pursue return, sale, transfer, vendor credit, or disposal options consistent with company policy.
• Secure parts inventory, tools, fluids, batteries, tires, cores, and other valuable materials against loss, damage, contamination, misuse, or unauthorized removal. Returns, Cores, Warranty, and Vendor Credits
• Identify unused, incorrect, damaged, defective, warranty, or returnable parts promptly and process return requests within vendor deadlines.
• Maintain a return log showing vendor, part, repair-order number, reason, return authorization, date sent, expected credit, and credit-received date.
• Track cores from the time a core charge is incurred through return shipment or pickup and final vendor credit.
• Label and store cores securely by vendor and repair order; prevent mixing, loss, damage, or disposal before credit is received.
• Verify vendor credit memos, core credits, freight credits, warranty credits, and return credits; communicate unresolved credits to the Bookkeeper/Receptionist and General Manager.
• Coordinate with technicians to recover all returnable parts and cores from bays promptly after repairs are completed. Communication and Workflow Support
• Participate in the daily shop huddle and twice-daily work-in-process review.
• Maintain a current parts-status report for every open repair order requiring parts: ordered, partially received, fully received/staged, backordered, alternate source being checked, return pending, core pending, or vendor issue.
• Provide the Shop Foreman with clear parts readiness information before work is dispatched to a bay.
• Support the Service Advisor with accurate part cost, availability, freight, warranty, and delivery information for estimates and customer updates.
• Follow the Whitty's Diesel delayed-repair and parts-backorder escalation matrix; document vendor contacts, ETA changes, alternate-source checks, and next action in the repair order.
• Contact vendors professionally, build dependable vendor relationships, and resolve sourcing, delivery, billing, return, or credit issues promptly.
• Assist with reviewing parts gross margin, vendor pricing, freight recovery, returns, core recovery, inventory turns, stockouts, and obsolete inventory with the General Manager.
• Maintain a clean, safe, organized parts counter, storage area, receiving area, staging area, and core/return area.
• Follow all company safety, environmental, chemical-handling, lifting, material-handling, inventory-security, confidentiality, and record-retention requirements.
• Other duties as assigned.

Job Type:

Full-time Pay:

$35,000.00 - $45,000.00 per year

Benefits:

Paid time off

Work Location:

In person