Parts Coordinator

Job Description

Job Description

Full-time | In-person

Join a well-established HVAC company with a large commercial customer base.
We prioritize work/life balance, professional development, and providing a 5-star customer experience. We are seeking a Parts Coordinator to support out field technicians in running repairs efficiently and effectively.

About the Role

The Parts Coordinator & Warehouse Support Specialist plays a critical role in keeping our technicians equipped and our jobs moving. This role owns the parts pipeline from start to finish — sourcing, receiving, staging, and dispatching parts to the field — while also accurately maintaining inventory records through invoice entry. When not actively coordinating parts, this person is an active member of the warehouse team, jumping in wherever support is needed to keep operations running smoothly. This is a hands-on, fast-paced role suited for someone who thrives on staying organized while juggling multiple priorities throughout the day.

Key Responsibilities

• Parts Coordination & Driver Dispatch

o Serve as the primary point of contact for technicians needing parts for same-day repairs or follow-up jobs

o Check warehouse stock and contact supply houses to confirm availability and pricing for needed parts

o Place purchase orders for parts that need to be ordered, and update job notes with expected ETAs

o Update ServiceTitan job and project statuses throughout the procurement process (e.g. “Parts Need Procured,” “Parts Ordered — Ready to Schedule,” “Parts Here — Ready”) to keep dispatch and the field informed in real time

o Coordinate with dispatch via Teams to confirm same-day repair logistics and communicate when parts have been routed

• Receiving & Staging

o Receive incoming material and equipment shipments and check them in against purchase orders

o Reconcile supplier invoices against POs to confirm accuracy of quantities and pricing

o Stage received parts for technician pickup or driver delivery

o Create return forms in ServiceTitan and coordinate the return of incorrect, defective, or excess material back to suppliers

• Invoice & Material Entry

o Enter materials pulled from warehouse stock onto job invoices in ServiceTitan after parts are used on a job

o Enter special order parts onto HVAC installation invoices

o Reconcile install kit materials by reviewing returned counts from warehouse support staff and entering the resulting material usage onto the appropriate invoice

• Warehouse Support

o Assist with loading and unloading HVAC install trucks each morning

o Support cycle counts, shelf restocking, and bin replenishment as needed

o Assist with install kit assembly and staging

o Help maintain a clean, organized, and safe warehouse and yard, including scrap and trash management

o Step in to support other warehouse functions as priorities shift throughout the day

What We Offer

Competitive pay + bonuses + commission opportunities

Training & Growth

• Weekly customer service skills training
• Ongoing technical training for modern HVAC systems
• Regular performance reviews for continuous improvement

Company Culture

• Strong focus on honesty, safety, and professionalism
• Scheduling designed to reduce frustration for both customers and employees
• A positive, supportive team environment

Qualifications

• Strong organizational skills with the ability to manage multiple priorities and shifting demands throughout the day

• Comfortable using ServiceTitan or similar field service software (training provided)

• Clear and proactive communicator — comfortable coordinating with technicians, dispatch, and suppliers

• Basic knowledge of HVAC, plumbing, or electrical parts and materials is a plus

• Experience with inventory, receiving, or warehouse operations preferred

• Ability to lift up to 50 lbs and remain active throughout the shift

• Team-first attitude with a willingness to jump in wherever needed

Benefits

• Paid vacation and paid holidays
• Medical insurance with HSA option
• Dental & vision insurance
• Weekly pay
• 401(k) with company contribution
• Company-provided uniforms, hoodies, and jackets
• Free bottled water, snacks, soda & coffee
• Company-sponsored activities and events

Work Schedule

• Full-time
• Monday – Friday 8am – 4:30pm