Job Summary: The Regional Parts Coordinator is responsible for managing the procurement and inventory of parts and supplies required for equipment maintenance and repair. This role ensures timely processing of orders, maintains optimal stock levels, and coordinates with various departments to meet customer needs efficiently and effectively.
Key Duties & Accountabilities:
1. Order Management:
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Process and confirm Purchase Orders (POs) and communicate order needs on the day they appear in the system (REACT).
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Manage open POs, back orders, and inventory levels, alerting relevant parties to any changes that affect delivery timelines and specifications.
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Expedite orders and manage parts return processes, including assisting with customer credit procedures.
2. Customer & Vendor Relations:
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Respond to all emails and inquiries from customers, technicians, sales representatives, and the Equipment Parts Manager (EPM) as soon as possible within 24 hours.
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Resolve vendor problems and elevate issues for timely resolution.
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Build and maintain relationships with vendors and ensure up-to date price lists.
3. Inventory Management:
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Control stock levels using forecasts, analysis, and min/max reports.
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Coordinate with technicians to maintain an efficient and profitable parts & inventory program aimed at "Fix in First Visit."
4. Quoting & Pricing:
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Generate standard quotes within 24-48 hours of receipt.
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Prepare and provide quotes on parts and tools needed for service technicians.
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Prepare proposals and miscellaneous correspondence as required.
5. Coordination & Communication:
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Serve as liaison between customer service, sales, purchasing, design, manufacturing, shipping, and corporate strategic procurement.
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Maintain thorough email records and monitor/resolve slow payment issues.
6. Program Management:
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Assist in managing in-house service programs, including tool repair.
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Ensure equipment on the floor is quality-checked (QC’d) and ready for sale.
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Manage demo equipment, ensuring it is sent to customers and returned to the site (S1).
Essential Functions:
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Facilitate new item setup.
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Expedite materials based on customer needs.
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Monitor and resolve quality issues involving suppliers, QA departments, and sales.
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Determine vendor and shipping requirements.
Educational/ Training Requirements/ Experience:
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High School diploma/GED
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Critical thinking and negotiation skills.
Minimum Skills, Knowledge & Ability Requirements:
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Strong organizational and communication skills; ability to prioritize tasks.
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Demonstrated initiative in personal professional development.
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Basic arithmetic including gross profit calculation.
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Attention to detail and accuracy.
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High level of ethics and personal integrity.
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Cross-functional influencing and conflict management skills.
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Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
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Maintain regular and punctual attendance.