Parts Coordinator

Company Overview

T. Musselman Excavating is a growing diverse construction company specializing in heavy civil excavation, water and sewer, site servicing, and aggregate work. We support a wide range of projects across ICI, municipal, and private sectors, backed by a strong in-house shop and a diverse fleet of equipment and trucks. We’re known for doing quality work, operating safely, and building long-term careers for people who take pride in what they do. Our team values reliability, teamwork, and straightforward communication—on the job and behind the scenes.

Summary

The Parts Coordinator supports our in-house shop by sourcing, ordering, and managing parts for a diverse fleet, including heavy equipment, specialty trucks, light-duty vehicles, trailers, and small engine equipment. Working closely with mechanics and the Service Coordinator, this role ensures parts are available for scheduled maintenance and unexpected repairs. The Parts Coordinator also liaises with vendors and internal teams to track availability and lead times, while handling inventory, purchase orders, and records to help minimize downtime and keep equipment running safely and efficiently.

Duties & Responsibilities

Source, order, and receive parts for a diverse fleet including heavy equipment, dump trucks, float & specialty trucks, light- and mid-duty vehicles, trailers, and small engine/lawn maintenance equipment.

Maintain accurate inventory levels to support preventative maintenance and repair schedules, while minimizing downtime and overstock.

Conduct regular physical inventory audits; investigate and resolve discrepancies with Shop Manager.

Organize and maintain a clean, efficient parts area.

Work with approved vendors, dealerships, and suppliers to obtain pricing, availability, and lead times.

Request and compare quotes where required and make vendor recommendations in line with company purchasing procedures.

Work closely with mechanics to identify correct parts, specifications, and compatibility.

Order and maintain inventory of general job site supplies such as small hand tools, shovels, marking paint, and other commonly used materials.

Coordinate daily with the Service Coordinator to align parts availability with scheduled service and repair work.

Support emergency and unscheduled repair needs to minimize equipment downtime.

Create and manage purchase orders, packing slips, and invoices within shop and ensure accurate cost allocation of parts to work orders, assets, and operating companies within the group.

Maintain detailed records for parts purchases, inventory movements, warranties, and returns.

Communicate clearly and proactively with managers regarding parts availability, timelines, and constraints.

Follow all shop safety policies related to parts handling, storage, and transportation.

Ensure proper storage and labeling of hazardous materials and fluids in compliance with regulations.

Identify opportunities to improve inventory accuracy, vendor performance, and parts-related workflows.

Support the setup, organization, and ongoing improvement of parts and inventory systems.

Assist with developing consistent parts processes that align with service and maintenance operations.

Perform other related duties as assigned.

Skills & Experience

Minimum 2-3 years of experience in parts, inventory, or purchasing role within a mechanic shop, fleet environment, construction, transportation, or heavy equipment industry.

Strong working knowledge of automotive, truck, heavy equipment, and small engine parts, with the ability to identify correct components, specifications, and compatibility.

High level of organization and attention to detail, with the ability to manage multiple priorities and support both scheduled and emergency repair needs.

Excellent communication and interpersonal skills to effectively liaise between mechanics, operators, vendors, and management.

Proficient in Microsoft office (Excel, Word, Outlook).

Ability to prioritize tasks, manage multiple schedules, and work in fast-paced environment.

Problem-solving mindset, and ability to identify and recommend process improvements.

Valid G Driver’s license: DZ/AZ license is considered an asset.

T. Musselman Excavating is an equal opportunity employer. It is our policy to recruit and select applicants for employment solely on the basis of their qualifications, with emphasis on selecting the best-qualified person for the job. T. Musselman Excavating does not discriminate against applicants based on race, colour, religion, sex, national origin, or disability, or any other status or condition protected by applicable federal, provincial, or local law. If accommodation is required during the application or interview process, please contact 519-634-1113.