Order Management & Spare Parts Coordinator

Benefits:

Health insurance Paid time off ob Title:

Order Management & Spare Parts Coordinator Department:

Operations / Supply Chain Location:

Fremont, CA Employment Type:

Full-Time | On-Site Job Overview

We are seeking an organized and detail-oriented

Order Management & Spare Parts Coordinator

to oversee our order processing, spare parts inventory, and fulfillment operations. In this role, you will serve as a key operational link supporting sales, service, and engineering teams to ensure timely delivery, accurate inventory tracking, and high customer satisfaction. If you thrive in a fast-paced environment managing cross-functional workflows, spare parts logistics, and ERP data, we want to hear from you! Key Responsibilities

Order Management

Process and manage end-to-end customer orders within our ERP/CRM systems.

Verify order accuracy, including pricing, quantities, specifications, and delivery schedules.

Coordinate closely with sales, engineering, and production teams to drive order fulfillment.

Proactively monitor order statuses and communicate updates or timeline shifts to customers.

Identify and resolve order discrepancies, delays, or shipping issues efficiently.

Spare Parts Management

Oversee spare parts inventory for advanced systems and specialized equipment.

Track stock levels, conduct stock monitoring, and coordinate reorders with procurement.

Ensure critical spare parts availability to support field service teams and customer repairs.

Maintain an up-to-date, accurate spare parts catalog and technical documentation.

Prepare spare parts quotations and process incoming parts requests.

Logistics & Shipping

Coordinate domestic and international shipments of spare parts and equipment.

Prepare complete shipping documentation, including packing lists, commercial invoices, and export documents.

Partner with freight carriers and third-party logistics (3PL) providers.

Track transit milestones and proactively manage delivery timelines.

Customer Support & Collaboration

Respond promptly to customer inquiries regarding order status, parts availability, and delivery ETAs.

Provide spare parts recommendations based on equipment requirements and bills of materials.

Assist field service engineers with parts identification during active maintenance and repairs.

Inventory Control & Reporting

Maintain real-time accuracy of inventory records within the ERP system.

Generate and analyze reports covering order statuses, inventory valuation, and usage trends.

Participate in cycle counts and support formal inventory audits.

Required Qualifications

Education:

Bachelor’s degree in Supply Chain, Business Administration, Engineering, or a related field (or equivalent combination of education and hands-on experience).

Experience:

2–5 years of direct experience in order management, spare parts coordination, or supply chain operations.

Systems:

Hands-on experience working with ERP and CRM systems.

Knowledge:

Proven understanding of inventory control, fulfillment, and basic logistics procedures.

Skills:

Excellent organizational skills, keen attention to detail, and clear verbal/written communication abilities.

Preferred Qualifications

Prior experience in industrial automation, robotics, or semiconductor capital equipment industries.

Familiarity reading Bills of Materials (BOMs) and navigating complex spare parts catalogs.

Hands-on experience with international shipping, customs compliance, and export documentation.

Strong ability to collaborate cross-functionally across engineering, sales, field service, and operations.

Work Environment & Benefits

Location:

Fremont, CA (100% On-Site)

Schedule:

Full-Time, Monday through Friday

Competitive compensation package along with comprehensive health, medical, retirement, and paid time off benefits.