Heavy Equipment Parts Administrator
Fort Myers, FL
Full Time
Earth Tech Enterprises
Mid Level
Position Summary
The Heavy Equipment Parts Administrator is responsible for managing the procurement, inventory, and distribution of parts and supplies required for the company’s heavy equipment fleet. This role ensures that mechanics, operators, and field crews have timely access to the correct parts, supporting safe, efficient, and cost-effective equipment operations. The Parts Administrator plays a critical role in vendor management, recordkeeping, and logistics while maintaining strong relationships with shop personnel, drivers, and leadership.
Key Responsibilities
Parts & Inventory Management
Requirements
Core Competencies
Work Environment
The Heavy Equipment Parts Administrator is responsible for managing the procurement, inventory, and distribution of parts and supplies required for the company’s heavy equipment fleet. This role ensures that mechanics, operators, and field crews have timely access to the correct parts, supporting safe, efficient, and cost-effective equipment operations. The Parts Administrator plays a critical role in vendor management, recordkeeping, and logistics while maintaining strong relationships with shop personnel, drivers, and leadership.
Parts & Inventory Management
- Maintain accurate inventory of heavy equipment parts, tools, and shop supplies.
- Track usage levels, re-order points, and forecast future demand to prevent shortages or overstocking.
- Receive, inspect, and properly store incoming parts and materials.
- Organize and maintain a clean, efficient, and well-labeled parts storage system.
- Source and order parts from approved vendors, ensuring cost competitiveness and timely delivery.
- Negotiate pricing, delivery terms, and warranty coverage with suppliers.
- Maintain positive working relationships with vendors and escalate issues as needed.
- Coordinate return of defective or unused parts and manage warranty claims.
- Issue parts to mechanics, drivers, and field crews as requested, ensuring proper documentation.
- Coordinate with the Equipment Manager and Shop Foreman to schedule delivery of parts to project sites.
- Track and document all parts usage for work orders, maintenance activities, and repairs.
- Support mechanics by providing technical data such as part specifications and manufacturer information.
- Maintain detailed records of all transactions, including purchase orders, invoices, and receipts.
- Track and report parts-related expenses against budget.
- Assist in analyzing equipment maintenance costs and identifying trends in parts usage.
- Ensure compliance with company purchasing policies and audit requirements.
- • Minimum 3–5 years of experience in heavy equipment parts administration, service writing, or dealership/maintenance support.
- • Hands-on knowledge of heavy equipment components for Caterpillar, Komatsu, Volvo, John Deere, and aggregate processing equipment (crushers, screeners, conveyors).
- • Ability to identify parts by diagram or schematic and work directly with mechanics to troubleshoot part compatibility.
- • Prior experience with maintenance management systems (HCSS Equipment360, Fleet Maintenance Pro, or similar) strongly preferred.
- • Proven track record supporting shop operations in construction, mining, or aggregate production environments.
- Inventory & Supply Chain Management
- Vendor Negotiation & Relationship Building
- Recordkeeping & Accuracy
- Customer Service Mindset (internal clients – mechanics, operators, managers)
- Problem Solving & Initiative
- Primary Location: Shop/yard office, with frequent movement to and from parts storage areas.
- Physical Demands: Regular lifting of parts and supplies (up to 50 lbs), climbing, standing, and walking in and around shop and yard environments.
- Schedule: Standard business hours with occasional flexibility to support urgent repairs, breakdowns, or early/late deliveries.
- Conditions: Exposure to shop and yard environments, including noise, dust, grease, and outdoor weather. Appropriate PPE is required.
Benefits
- Medical, dental, vision, disability, and life insurance – after 60 days
- 401(k) matching – after 90 days
- Paid vacation after a year of service
- Paid holidays
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