Parts & Inventory Coordinator

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: Inventory Accuracy 90%+ target with minimal shrinkage First-Time Fix Support 80%+ goal through proactive parts readiness Technician Readiness Fully stocked before first call; reduction in return trips Parts Availability Proactive backorder management, no preventable stockouts Warranty Submissions On-time, accurate filing with strong credit recovery System Data Quality Clean records with zero billing leakage Turnaround Speed Fast, reliable response to parts requests

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 Pay: $26-$38/hr