Refrigeration / HVAC Parts Coordinator

Job Description

Job Description

Refrigeration / HVAC Parts Coordinator

The Refrigeration / HVAC Parts Coordinator is responsible for ordering, tracking, and receiving all parts while supporting the day-to-day follow-up of service calls for a busy, high-volume HVAC/R company. This role is central to keeping technicians equipped, jobs on schedule, and customers informed. The ideal candidate is highly organized, detail-oriented, and an excellent multitasker who can manage competing priorities with accuracy and professionalism in a fast-paced service environment.

What You'll Do
• Order, track, and receive all parts, ensuring accuracy on quantities, pricing, and delivery timelines

• Manage and coordinate follow-ups for repairs, keeping jobs moving toward completion

• Distribute parts to technicians and track them against scheduled jobs to prevent delays

• Maintain organized files, process returns, and manage warranty claims and replacements

• Keep track of recurring maintenance schedules, including filters and belts, and proactively flag upcoming needs

• Communicate with vendors and suppliers to source parts, confirm availability, and resolve order issues

• Coordinate closely with technicians, dispatchers, and office staff to support daily service operations

• Maintain accurate records and data entry within the company's scheduling and parts systems

• Monitor inventory levels and assist with restocking to avoid shortages on common parts

What You Bring
• Proven customer service record with a minimum of 2 years' experience

• Strong verbal and written communication skills

• Excellent multitasking, organizational, and time-management abilities

• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with the Davisware Vision program is a plus

• Prior experience in parts coordination, purchasing, inventory, or service dispatch is helpful

• Comfortable working in a fast-paced, high-volume service environment

• Ability to work independently while contributing to a collaborative team

• Dependable, reliable, and professional with strong attention to detail

• Ability to lift and carry parts and supplies up to 50 lbs as needed

Compensation & Benefits
• Pay Range: $25.00 – $35.00 per hour (40-hour week)

• Competitive salary based on experience

• Medical plans available

• 401(k) with employer match up to 4%

• Paid vacation, holidays, and sick time

• Opportunities for growth and advancement

• Supportive, team-oriented work environment

• Great office environment

Why Join Our Team?

We offer the opportunity to join a growing company where your contributions directly impact service efficiency, customer satisfaction, and operational success. If you are dependable, organized, and ready to grow with a supportive team, we encourage you to apply today.