Parts & Inventory Coordinator

Why This Role Matters

The Parts & Inventory Coordinator sits at the center of everything: supporting technicians in the field keeping the shop moving and ensuring the right parts are in the right place at the right time. Done well this role directly improves first-time fix rates technician productivity parts margins and customer uptime.

RESPONSIBILITIES

Inventory & Warehouse Operations

• Maintain accurate inventory across all SKUs through cycle counts and audits
• Receive inspect and organize incoming parts chargers cables components and more
• Pull and stage parts for field service UltraCare and shop work orders
• Handle packaging palletizing shipping and returns
• Keep the parts area clean organized and operationally ready

Field & UltraCare Support

• Build daily parts kits to set technicians up for first-time fixes
• Ensure technicians are fully stocked before their first call of the day
• Respond to urgent field requests and same-day part needs with urgency
• Convert identified issues into ready-to-execute work orders
• Coordinate closely with dispatch and service leadership

Procurement & Vendor Management

• Place and track purchase orders with vendors
• Manage backorders and proactively monitor lead times
• Verify pricing flag discrepancies and protect parts margin

Warranty & RMA Processing (ACT / AMETEK)

• Process RMAs and warranty claims accurately and on time
• Track all submission deadlines including 30-day windows
• Ensure complete documentation and follow through on credit recovery

Systems & Administrative (Dynamics / SAGE)

• Maintain accurate up-to-date data across all systems
• Ensure parts are correctly tied to work orders to prevent billing leakage
• Track approvals backorders and parts usage in real time

Shop Coordination & Process Improvement

• Keep the shop consistently supplied to maintain workflow
• Stage parts for larger jobs across field shop and UltraCare
• Continuously improve inventory organization stocking strategy and operational discipline
• Reduce lost parts delays and repeat service visits

PERFORMANCE METRICS

Success in this role is measured by clear trackable outcomes:

COMPENSATION & BONUS OPPORTUNITY

This role is eligible for performance-based bonuses tied to:

• Inventory accuracy
• First-time fix support
• Warranty recovery and credit recapture
• Parts availability and technician readiness

Additional upside is available for consistent execution zero missed warranty deadlines and exceptional field support.

QUALIFICATIONS

Required

• 13 years of experience in parts inventory warehouse or operations support
• Strong attention to detail and a high standard for organization
• Comfortable working across both systems and a physical warehouse environment
• Able to lift and move parts as needed
• Clear communicator across field teams shop staff and vendor contacts

Preferred

• Experience with ERP/CRM systems Dynamics SAGE or similar
• Familiarity with warranty claim processes and RMA workflows
• Background supporting field service or mobile technician teams