Part Coordinator

POSITION SUMMARY

The Parts Coordinator plays a vital role in supporting our mission-critical data center cooling operations by managing the full lifecycle of aftermarket HVAC parts. In line with our service-minded culture, the Parts Coordinator plays a critical role in ensuring every customer and team member enjoys a positive and seamless experience throughout all interactions. By combining technical expertise with a passion for service, the Parts Coordinator ensures that customers and technicians receive timely, accurate, and professional support—directly contributing to uptime, technician efficiency, and overall satisfaction.

KEY RESPONSIBILITIES

Customer Support & Technical Resolution

· Provide responsive, empathetic support to customers and technicians, addressing parts requests and resolving issues with a customer-first mindset.

· Quote and process customer part requests, including sales orders, returns, credits, and warranty claims in the company ERP, ensuring clear and proactive communication at every step.

· Act as a frontline resource for resolving parts issues, collaborating with vendors, tech support, and the service admin team to deliver timely solutions and a positive experience.

· Manage counter sales and inbound customer communication with professionalism, urgency, and a commitment to building strong relationships.

Parts Fulfillment & Inventory Coordination

· Receive and process parts accurately into inventory on the day of delivery, ensuring customers and technicians have what they need, when they need it.

· Tag and allocate parts to jobs, stock, or will-call in line with SOPs, supporting seamless operations for both internal teams and external customers.

· Collaborate with the Service Admin to ensure parts are pulled for scheduled jobs and inventory is kept accurate, minimizing delays and maximizing satisfaction.

· Conduct cycle counts monthly and quarterly, reconciling discrepancies to maintain trust and reliability.

Operational Sales Support

· Identify upsell or cross-sell opportunities based on customer needs and technician feedback, always aiming to enhance the customer experience.

· Track quoting activity and conversion metrics; contribute to reporting on quote-to-close ratios to support continuous improvement.

· Assist in determining stocking levels and recommend adjustments based on usage patterns and lead times, ensuring readiness for every customer and project.

Warehouse Organization & Efficiency

· Maintain clean and organized warehouse areas, creating a welcoming and efficient environment for all team members.

· Ensure parts are clearly labeled and restocked promptly, supporting both operational excellence and a positive workplace culture.

· Identify opportunities for process improvement to increase business efficiency and customer engagement.

QUALIFICATIONS & SKILLS

· Proficiency in SOS Inventory, Microsoft Excel, Outlook, and other standard office tools.

· Strong understanding of HVAC or mechanical parts preferred.

· Ability to prioritize and handle multiple tasks with accuracy and follow-through.

· Strong written and verbal communication skills for working with internal teams and external customers.

· Strong critical thinking skills to solve customer problems quickly and effectively.

· Positive attitude, empathy, and a commitment to delivering a seamless experience for every customer and colleague.

PHYSICAL & WORK ENVIRONMENT REQUIREMENTS

· Must be able to stand, walk, and lift up to 50 pounds regularly.

· Comfortable working in a warehouse environment with bending, reaching, and operating equipment like pallet jacks or forklifts.

· Operate computers and handheld devices for system entries and updates.

· Ability to sit or stand for extended periods while working at a computer or attending meetings.

· Occasional travel may be required for client visits, sales meetings, and industry events.

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person