Shop Operations & Parts Coordinator

Job Description

Job Description

Position Summary

The Shop Operations & Parts Coordinator supports daily operations by managing shop-related customer intake, work order readiness, active job communication, WIP visibility, shop-job parts research, vendor quote requests, job-specific purchasing follow-up, ETA tracking, parts readiness, warehouse staging coordination, and job closeout documentation. This role reduces workload on the Warehouse Manager, operations manger and Sales/Purchasing Coordinator by taking primary ownership of parts research and ordering activity related to shop jobs. This is a unique opportunity to be involved with a company that cares about your success. You thrive, we thrive. This environment should help you be successful and enjoy what you want to do away from work, not just at work. This is a well respected and very stable 47 year old company that’s still thriving in our industry. We’re scaling up with our vision on the future, looking for the next motivated professional team member. A person with the right attributes, could have the opportunity to be involved in succession planning. There's a $1000.00 sign on bonus with restrictions.

Key Responsibilities

• Greet walk-in customers and determine whether the need is counter parts, hose service, phone/order support, or shop-job intake.
• Create and maintain work orders for walk-in repair/shop jobs.
• Capture customer information, symptoms, equipment details, part numbers, serial numbers, photos, and job notes.
• Answer or return phone calls related to active shop jobs.
• Maintain the WIP board and shop job status list.
• Track jobs waiting on teardown, quote, approval, parts research, vendor quote, parts order, received parts, outside vendor, QC, pickup, or invoicing.
• Research parts required for shop jobs using internal history, vendor catalogs, supplier contacts, online resources, and input from experienced personnel and technicians.
• Contact existing and approved new vendors to request quotes, lead times, availability, freight, and part compatibility information.
• Maintain a quote comparison log for shop-job parts.
• Prepare purchasing recommendations and escalate decisions when cost, fit, lead time, vendor, or customer approval requires review.
• Create purchase requests or place approved shop-job parts orders within defined authority limits.
• Track open shop-job parts orders, vendor ETAs, delays, and receiving status.
• Coordinate with experienced personnel on receiving, part verification, job labeling, staging, and kitting.
• Coordinate with experienced personnel on purchasing standards, vendor issues, quote/customer impacts, and backup purchasing support.
• Coordinate with operations manager on priority conflicts, schedule impact, and parts-related job delays.
• Maintain ready-to-start, waiting-on-parts, and ready-for-pickup lists.
• Serve as backup for counter customer service.
• Escalate technical, pricing, vendor, customer, or schedule issues to the correct owner.
• Maintain job documentation, including vendor quotes, POs, photos, notes, and parts status. Identify recurring bottlenecks in parts sourcing and recommend process improvements.

Experience:

• Experience in supply chain management, procurement management, and logistics inventory management.
• Proven experience with supplier management, negotiation, and sourcing of industry related parts or accessories.
• Mechanical knowledge in the construction, industrial or hydraulics related industries.
• Familiarity with warehouse management practices including shipping & receiving procedures and inventory control systems.
• Experience with ERP systems.
• Skilled in using Microsoft Office Suite for data entry, reporting, and communication purposes.
• Experience with Parts administration including order processing, demand planning, pricing strategies, and internal communication channels.
• Ability to operate forklifts safely; certification preferred but not mandatory.
• Excellent organizational skills with attention to detail; capable of managing multiple priorities efficiently in a fast-paced environment.

This role is ideal for motivated professionals eager to contribute to a high-energy environment focused on operational excellence in the Hydraulics industry!

Second generation family owned and operated company with 47 years experience. We're actually scaling up, not slowly dying like so many other similar businesses. We are in a high demand niche industry with room to grow.

Company Description

Second generation family owned and operated company with 47 years experience. We're actually scaling up, not slowly dying like so many other similar businesses. We are in a high demand niche industry with room to grow.