Parts & Fleet Administrator
Job Details
Pink Jeep Tours Inc. - Sedona - Sedona, AZ
Full Time
Not Specified


The Fleet Administrator is a key support position for the Maintenance Dept. The primary role is to manage the parts inventory to support in-house repairs and to distribute, track and manage vehicle repair work done by the Maintenance staff. This is achieved by listening to Tour Guide requests, recording information, distributing work orders, and tracking the mechanical work by vehicle.



  • Track vehicle repairs using the RTA System:
    • Enter work order information on Jeep repairs, track parts used, evaluate labor operations, generate history reports for mechanics and track preventative maintenance.
    • Process vehicle inspections and daily mileage reports from Guides.
    • Set up “sublet” type repairs; glass, paint, graphics, tires, etc.
    • Create and disseminate daily paperwork for mechanics and guides (work orders, inspection sheets, and other misc. forms).
    • Supply up-to-date factory service manuals for mechanics.
  • Negotiate, purchase and maintain parts inventory for Maintenance Shop:
    • Track inventory demands.
    • Place purchase orders with Suppliers to maintain parts inventory (approx. 1000 p/n’s per month from 75 vendors) while constantly re-evaluating cost vs. quality.
    • Receive parts; enter into RTA system, label, and put away.
    • Track and handle all warranty and non-warranty parts - track part failures, communicate with vendor as to replacement or returns.
    • Remove obsolete inventory and return or exchange.
    • Assign special numbers to experimental parts for test results as to success or failure tracking
    • Maintain “dealer consigned” parts to reduce overhead for warranty type repairs and reduce turn-around time.
    • Generate “in house” reports as to parts usage, demands, failures, etc.
    • Do research on parts quality, repair improvements, or more efficient repairs with changes in vendors, part types, etc.
    • Collect, store, label, and ship unused or unnecessary new factory parts from new Jeeps to “Consign Central” for sale on EBAY.
  • Coordinate new vehicles purchases:
    • Analyze discounts and rebates available from Chrysler or dealerships to make the best purchase decision possible on new vehicles.
    • Negotiate purchase price and shipping for local and out of state purchases.
    • Process license plates, registration and insurance on all vehicles.
    • Research new technology and make recommendations to management.
  • Develop “sponsors” for tires and other equipment. Maintain ongoing communications for discount levels, special deals and to ensure they know what we do for them: web site, graphics, shows, etc.
  • Stay informed about factory recalls, tech service bulletins, and other factory/aftermarket information
  • General administrative duties including phone support, report analysis, e-mail response and work order management using RTA, Word and Excel.
  • Miscellaneous duties: Order wash bay supplies, coordinate building repairs, maintain key inventory, research and purchase Shop tools, track uptown generator maintenance, coordinate mechanic uniforms and towel laundry, and coordinate waste oil pick-up.
  • Coordinate Jeep rescue calls from dispatching mechanics to delivering replacement vehicles.
  • Special Projects as requested by management.



  • Maintain parts inventory to ensure standard parts are on-hand at all times and non-standard parts are easily obtained
  • Parts inventory turns
  • Accurate work order processing in Collective Data
  • Preventative Maintenance work is performed as scheduled
  • Track revenue from unused parts and savings from negotiated suppliers
  • Sponsorship savings



  • Prior fleet management or parts management experience
  • Strong communication skills
  • Effective time management, prioritization and multi-tasking capabilities
  • Good judgment and problem-solving skills
  • Detail-oriented
  • Good team player that is self-motivated and takes initiative
  • Proficient with computers, MS Word and Excel, data entry, fleet management programs


Essential Physical Requirements

  • Primarily a shop environment with some exposure to weather conditions
  • Occasionally requires working outdoors in temperatures from 20 degrees to 110 degrees
  • Job tasks are performed in close physical proximity to other people
  • Regular walking throughout service center facilities throughout the day
  • Requires repetitive movement, bending or twisting, standing, getting into awkward positions up to 8 hours per day and occasionally working in cramped work spaces
  • Requires using hands to handle, control, or feel objects, tools or controls
  • Requires face-to-face and telephone discussions with individuals or teams
  • Includes exposure to a variety of chemicals or contaminants
  • Includes exposure to sounds and noise levels that may be distracting or uncomfortable
  • Requires exposure to hazardous equipment
  • Potential exposure to minor burns, cuts, bites, or stings
  • Requires wearing common protective or safety equipment, and uniforms
  • Requires working in a closed vehicle or equipment
  • Requires lifting or carrying up to 60 lbs on a regular basis, and occasionally or with assistance up to 100 lbs
  • Requires clear vision and adequate hearing


Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the position.