BAS Project & Parts Coordinator

Job Description

Job Description

Travel: Limited, as required

Position Summary

The BAS Projects / Parts Coordinator provides administrative, procurement, material, and project coordination support for the KBS Building Automation Systems team.

The role is responsible for coordinating BAS project documentation and material requirements, obtaining pricing, ordering and tracking controls parts and equipment, supporting small repair and project quotations, maintaining accurate project records, and helping ensure technicians and project teams have the correct materials when and where they are needed.

Key Responsibilities

BAS Project Coordination

• Assist BAS Project Managers with project setup, documentation, scheduling, procurement, and closeout activities.
• Establish and maintain project folders and required documentation in accordance with KBS standards.
• Track project milestones, material requirements, submittals, approvals, deliveries, and outstanding action items.
• Coordinate with BAS engineering, programming, installation, service, and project management personnel.
• Assist with equipment schedules, controller lists, Bills of Material (BOM), and project material requirements.
• Maintain project logs for RFIs, submittals, change requests, material status, and other required documentation.
• Support preparation of BAS project closeout packages, including warranties, as-built documentation, O&M information, and other customer deliverables.
• Identify potential schedule or material issues and escalate them to the appropriate Project Manager or Operations Manager.

Parts & Material Coordination

• Obtain pricing and availability for BAS controls, sensors, actuators, controllers, supervisory devices, networking components, panels, transformers, relays, VFD accessories, and related materials.
• Generate and process purchase requests and purchase orders in accordance with KBS procedures.
• Coordinate orders with approved manufacturers, distributors, and suppliers.
• Track orders from placement through shipment and delivery.
• Monitor backorders, lead times, substitutions, and discontinued products.
• Expedite critical materials when required to support customer commitments.
• Verify received materials against purchase orders and project requirements.
• Coordinate returns, warranty replacements, RMAs, and material credits.
• Maintain appropriate inventory levels for commonly used BAS service and project parts.
• Assist with identifying obsolete products and appropriate replacement or migration options.

BAS Repair & Small Project Quotations

• Support the preparation of quotations for BAS repairs, replacements, upgrades, and small projects.
• Review technician service findings and determine required parts and materials.
• Obtain vendor pricing and current lead times.
• Develop material cost information and assist with labor estimates.
• Prepare repair quote packages for review and approval by BAS Operations, Sales, or Project Management.
• Follow up on outstanding quotations and customer approvals.
• Upon approval, coordinate material ordering and transition the work into scheduling and execution.
• Maintain visibility of open repair opportunities and quotation status.

Service & Field Support

• Provide parts and procurement support to BAS field technicians and remote operations personnel.
• Research replacement components for obsolete or unavailable BAS products.
• Assist technicians with identifying manufacturer part numbers and compatible replacement products.
• Coordinate emergency and expedited parts requirements for critical customer systems.
• Ensure materials are staged, shipped, or delivered to the appropriate technician, branch, or customer location.
• Assist with maintaining truck stock and branch BAS inventory standards.

Project Cost & Financial Support

• Maintain accurate purchase order and material cost information by project.
• Verify vendor invoices and material charges against purchase orders when requested.
• Assist Project Managers with identifying committed material costs.
• Help maintain visibility of actual versus estimated material costs.
• Identify potential material cost overruns or procurement issues.
• Support change-order documentation when material or scope changes occur.
• Assist with project billing documentation and revenue recognition support as required.

Vendor & Manufacturer Coordination

• Develop productive working relationships with KBS BAS manufacturers, distributors, and supply-chain partners.
• The coordinator will work with suppliers to obtain competitive pricing, improve delivery performance, identify substitutions, resolve warranty issues, and support KBS standardization initiatives.

Systems & Documentation

• The BAS Projects / Parts Coordinator will be expected to work within KBS business systems and processes.
• The position is responsible for maintaining accurate and timely information within the appropriate KBS systems.

Qualifications

Required

• 2+ years of experience in project coordination, purchasing, service coordination, construction administration, HVAC, electrical, controls, or a related technical environment preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple projects, quotations, orders, and priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, Word, and related business applications.
• Strong attention to detail and commitment to accurate documentation.
• Ability to communicate effectively with field technicians, Project Managers, customers, vendors, and management.

Preferred

• Previous experience with Building Automation Systems, HVAC controls, HVAC service, electrical controls, or low-voltage systems.
• Familiarity with BAS manufacturers and controls components.
• Experience purchasing technical equipment or construction materials.
• Experience preparing repair or small-project quotations.
• Familiarity with Bills of Material, submittals, purchase orders, RFIs, change orders, and project closeout documentation.
• Experience with Salesforce, BidTracer, Monday.com, Bluebeam, or similar systems.