Job Description - Shop Clerk & Inventory Specialist
Position Title: Shop Clerk & Inventory Specialist
Department: Maintenance / Fleet Services
Reports To: Maintenance Manager
Locations: Pasco (on-site)
Schedule: Monday - Friday, 10:00 AM - 7:00 PM
Pay Range: $22.96 - $27.27
Position Summary
The Shop Clerk & Inventory Specialist is responsible for maintaining an organized, accurate, and efficient parts inventory system that supports the maintenance and repair operations of the fleet. This position ensures parts availability for preventative maintenance (PM) services, repairs, and emergency needs while maintaining inventory records, processing purchase orders, coordinating vendor relationships, and providing administrative support to the Maintenance Department.
The ideal candidate is highly organized, detail-oriented, and capable of managing inventory, purchasing, reporting, and clerical functions in a fast-paced maintenance environment.
Essential Duties and Responsibilities
Inventory Management
Maintain accurate inventory records for all shop parts, supplies, and materials.
Monitor inventory levels and replenish stock as needed to support preventative maintenance schedules and repair operations.
Conduct cycle counts and inventory audits to ensure inventory accuracy.
Organize and maintain parts room, storage areas, and receiving locations.
Receive, inspect, label, stock, and distribute parts and materials.
Research and source emergency, critical, and specialty parts as needed.
Deliver parts and supplies to mechanics and operational departments as required.
Purchasing and Vendor Coordination
Prepare and process purchase orders for maintenance parts, supplies, and equipment.
Obtain pricing, availability, freight information, and vendor quotes.
Coordinate purchasing approvals and follow up on order status.
Maintain purchasing records and budget-related documentation.
Serve as the primary point of contact for Accounts Payable regarding shop invoices and purchase orders.
Work closely with vendors to ensure timely delivery of materials and resolve discrepancies.
Preventative Maintenance Support
Prepare monthly preventative maintenance (PM) kits and schedules.
Ensure required parts and materials are available for scheduled PM services.
Assist with tracking maintenance activities and associated costs.
Maintain Driver Vehicle Inspection Reports (DVIRs), mileage records, fuel usage data, and other maintenance documentation.
Generate monthly reports related to maintenance operations, PM completion, vehicle mileage, fuel consumption, and maintenance expenses.
Recordkeeping and Administrative Support
Maintain maintenance records using FleetMate and other company software systems.
Document repair activities, labor hours, parts usage, and associated costs.
Maintain organized records of all inventory transactions, purchase orders, and vendor documentation.
Generate reports and provide data to management as requested.
Assist with clerical and administrative functions to support Maintenance Department operations.
Support maintenance of Safety Data Sheet (SDS) records and documentation.
Safety and Compliance
Follow all company safety policies and procedures.
Maintain a clean, organized, and safe work environment.
Safely operate forklifts, pallet jacks, and other material handling equipment as authorized.
Maintain an insurable driving record and safely operate company vehicles when required.
Comply with all inventory control, purchasing, and maintenance documentation requirements.
Required Qualifications
Education
High School Diploma or GED required.
Additional training in inventory management, purchasing, automotive, diesel, or fleet maintenance preferred.
Licenses and Certifications
Valid driver's license with an insurable driving record required.
Forklift certification preferred or ability to obtain certification upon hire.
Experience
Minimum of 2 years of inventory control, parts management, purchasing, warehouse, or maintenance support experience preferred.
Experience working in a fleet, transportation, automotive, diesel, or heavy equipment environment preferred.
Physical Requirements & Working Conditions
Frequently lift, carry, push, and pull materials up to 50 pounds.
Ability to stand, walk, bend, reach, and perform repetitive motions throughout the workday.
Ability to work in warehouse, shop, and outdoor environments with varying temperatures and conditions.
Exposure to vehicle parts, machinery, noise, dust, grease, and outdoor weather conditions may occur.
Regular interaction with mechanics, vendors, drivers, accounting personnel, and management.
Equal Opportunity Employment
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. EOE, including disability/vets.