Heavy Equipment Parts Administrator

Job Description

Job DescriptionPosition 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

• 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.

Procurement & Vendor Relations

• 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.

Shop & Field Support

• 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.

Administration & Reporting

• 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.

Requirements

• High school diploma or equivalent, logistics, or related field preferred.
• Prior experience in parts administration, inventory management, or equipment maintenance support (construction or heavy equipment industry required).
• Must have parts experience with Caterpillar, Case, Komatsu, Volvo, John Deere and aggregate processing equipment.
• Strong organizational skills and attention to detail.
• Proficiency with parts management software, maintenance tracking systems, and Microsoft Office Suite.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Effective communication skills and ability to collaborate with shop and field teams.

Core Competencies

• Inventory & Supply Chain Management
• Vendor Negotiation & Relationship Building
• Recordkeeping & Accuracy
• Customer Service Mindset (internal clients – mechanics, operators, managers)
• Problem Solving & Initiative

Work Environment

• 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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