Parts and Inventory Administrator

JD#: H73 

Job Number: J0824-0398 

Job Title: Parts and Inventory Administrator 

Department: 

Transportation and Fleet Management Services Department 

Job Type: Permanent Full Time 

Job Category: Public Works 

Number Of Positions: 1 

Date Posted: August 26, 2024 

Closing Date: September 16, 2024 

Salary: $25.70 - $32.09/Hour 

Hours of work: 40 hours per week 

Schedule: Monday to Friday, 7:00am - 3:30pm 

Union: CUPE 905 Hourly Rated 

Vaughan is one of Canada's fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada's first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!

The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued. 

Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.

Position Overview

Reporting to Fleet Supervisor, the Parts and Inventory Administrator provides front-line service and is responsible for picking, issuing, and storing parts; processing warranty claims; maintaining inventory; shipping and receiving and maintaining documentation and records. This position is responsible to support the development of an efficient parts and inventory management program for better availability, financial and physical control, and existing space optimization. The Administrator will assist in developing and maintaining inventory management practices (processes, controls, reconciliation and procedures) and report regularly on the available and required inventory.

Responsibilities

Inventory Control and Data Management Activities:
• Operates complete inventory system within Fleet Inventory Management Software.
• Forecasts, budgets, places orders, receives and reconciles inventory of auto spare parts, uniforms, personal protective equipment and supplies for Fleet Shop.
• Identifies all parts requirements for the Fleet Shop, removes obsolete inventory to unlock additional shop capacity and optimizes the existing space to right size parts inventory.
• Responsible to execute the day-to-day inventory orders and requests from the Fleet Team Lead and technicians.
• Solicits vendor quotes and places orders for all vehicles and equipment parts.
• Promptly procures and orders all parts and supplies as needed in support of shop technicians.
• Verifies delivered parts, classifies them, bar codes, and registers them in the computer system.
• Ensures all parts used on jobs are charged to the correct work orders in the Fleet Management Software.
• Tracks and manages parts inventory and backorders, and process returns and credits.
• Performs pricing and reconciliation duties, prepares final report to the Supervisor, and updates parts pricing in the computerized system on an as required basis.
• Maintains current Material Safety Data Sheets (MSDS) for any current/new inventory, as required under the Occupational Health and Safety requirements, and distributes to user Departments, as requested.
• Conducts research to determine best price and availability of items, sourcing from new suppliers as required.

Warehouse Shipping Receiving Functions:
• Completes ordering, receiving and verification of shipments of both inventory and non-inventory supplies, equipment and parts, consisting of distinctly different product lines, both automotive, Heavy Duty and Off-the-road equipment (OTR), on an emergency, rush, or as required basis.
• Places stock in assigned locations, performs perpetual inventory checks (cycle counting) as directed and investigated stock discrepancies (including participation in annual physical inventory).
• Restocks bulk fluids (like oil, washer fluid and coolants) in storage areas for the repair facilities, as required; receives and authorizes shipments and forwards paperwork to Supervisor for processing.
• Distributes stock and parts at the counter, in the warehouse, within the Fleet Department, and in the outside compound, as required.
• Manages and maintains the inventory of the internal service truck.
• Picks up parts and supplies from dealers, jobbers, and suppliers, as required.
• Ships various items for such requirements as repair, replacement, warranty, and return; determines appropriate means of shipping and makes necessary arrangements; packages items, as appropriate.
• Maintains parts inventory control in the garage storage room and monitors the bulk oil supply for ordering and the waste oil for pick up; and return and recycle of used batteries.
• Utilizes a forklift and/or electric reach truck to receive and distribute materials such as drums, and machine parts in the warehouse or throughout the Operations Centre; moves heavy items, load and/or off load skids.

Financial and Administration Functions:
• Performs spot checks pricing to ensure appropriate pricing; ensures the ordered, received, and invoiced quantities and prices match.
• Generates purchase orders utilizing purchase card system in accordance with City guidelines, forwards invoices for processing and authorization by Supervisor.
• Fills out credit return forms for all returned stock, core, and special-order parts.
• Posts inventory transactions to Fleet Management Software and monitors inventory levels, and variances.

Coordination and Communication Activities:
• Liaises with internal and external contacts, automotive and hardware suppliers and salespeople, shippers, and delivery personnel.
• Responds to inquiries from stakeholders, resolves issues and concerns or escalates, as appropriate.
• Participates on committees, work groups, task forces and special projects, as assigned

Other Duties:
• Performs daily circle check on parts pick/delivery vehicle and complete associated paperwork.
• Performs after-hours, rotational on-call system and afternoon/evening shift work, as required.
• Sources out and handles all new vehicle components and parts for outsourcing and outfitting.
• Contributes to the development of inventory management practices (processes, controls, and procedures) in the fleet shop.

Qualifications and Experience
• Successful completion of a three (3) year College Certificate in the automotive/parts apprenticeship program or approved equivalent combination of education and experience.
• Minimum five (5) years' experience working within inventory management function.
• Forklift Operator Certificate (or willingness to obtain).
• Computer literacy utilizing MS Office software applications including proficiency in word processing, email, internet, database and spreadsheet applications.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, teamwork, initiative/self-management and accountability, and flexibility/adaptability.
• Ability to maintain legible, accurate records of activities and a safe, organized work environment.
• Attention to detail, thoroughness, and speed of execution.
• Working knowledge of a complex municipal fleet, including but not limited to, Light, Medium and Heavy Vehicles, specialized equipment like Chippers, Street Sweepers, Crane Trucks, HydroVacs, off-the-road (OTR) equipment.
• Must be able to lift up to 50 lbs.
• Ability to understand technical auto parts and other manuals to determine parts needed and identify part numbers.
• Knowledge of computerized inventory management systems (JDE/SAP/FASTER) is an asset.
• Valid Ontario Class "G" Driver's License clear of serious offences under the Highway Traffic Act.
• Working knowledge of the Occupational Health and Safety Act, Highway Traffic Act, Workplace Hazardous Material Information System (WHMIS) and Transportation of Dangerous Goods Act.
• Demonstrated ability to reach and lift heavy objects and/or awkward items, use assistive devices such as a barrel cart, and the ability to withstand long periods of walking, climbing and bending.
• Ability to work in outdoor weather conditions and work in an environment with exposure to noise, vehicle fuels, fumes and chemicals (PPE would be required)
• Ability to work outside regular business hours and perform on-call duties, as required, in accordance with City policy and respond to emergency situations.

Preferred Qualifications:
Working at Heights Training
Previous experience in a municipal fleet environment is a strong asset.

Working Conditions:
• 50% sedentary level of work in a standard office environment, with frequent and prolonged computer exposure.
• 50% in the inventory room and fleet shop environment with exposure to seasonal elements, heat, cold, noise and vehicle fumes. Will require use of the applicable Personal Protective Equipment (i.e. safety boots and glasses).
• Bending, crouching, kneeling and standing for extended periods.
• Physically demanding and require lifting up to 50lbs and use stairs.
• Ability to work outside normal business hours, as required.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions. 

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.

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