Parts Coordinator

Parts Coordinator

This is a contract-to-hire position based out of Ashland, VA, with a pay range of $23.00 - $26.00/hr. The position is anticipated to close on Jul 16, 2026.

Job Description

The Parts Coordinator supports internal and external customers by accurately sourcing, processing, and tracking parts orders while maintaining a high level of customer service. This role handles daily order entry, backorder follow-up, and inventory receiving within an ERP system, ensuring that customers receive the correct parts on time and that any issues with orders are resolved quickly and professionally.

Responsibilities

• Respond to inbound calls from internal and external customers to obtain serial numbers and other required information to identify and look up the correct parts.
• Make outbound calls to vendors to source parts, confirm availability, and resolve order-related questions.
• Process customer orders daily via phone, fax, and email to ensure all customer needs are met in a timely and accurate manner.
• Prepare and maintain daily tracking reports, including monitoring backorders and providing proactive follow-up to customers and vendors.
• Research and source the correct parts for internal and external customers, ensuring accuracy in part selection and documentation.
• Manage and assist customers with process disruptions, including parts on backorder, incorrect shipments, or other order-related issues, and provide clear communication on resolutions.
• Receive inventory and branch transfers into the ERP system as needed, ensuring accurate data entry and inventory records.
• Perform data entry for orders, inventory transactions, and related administrative tasks with a high level of accuracy.
• Collaborate with other departments to resolve inter-departmental issues as they arise, supporting smooth operations across the organization.
• Provide customer service support by following up on open items, communicating order status, and ensuring a positive customer experience.
• Assist team members as needed to support overall workflow and maintain a cooperative, team-oriented environment.

Essential Skills

• Approximately 5 years of experience in parts-related roles, such as parts coordinator, parts counter person, shipping and receiving, or warehouse operations.
• Demonstrated experience with inventory management, including receiving, tracking, and updating inventory records.
• Strong customer service orientation with the ability to communicate clearly and professionally with both internal and external customers.
• Proficiency in data entry with a focus on accuracy and attention to detail.
• Experience with order entry processes, including handling orders received by phone, fax, or email.
• Ability to use an ERP system, with experience in Quickware or similar ERP platforms considered relevant.
• Effective follow-up skills, including tracking backorders and providing timely updates to customers and vendors.
• Strong communication skills, both verbal and written, to obtain necessary information and resolve issues.
• Ability to lift up to 15 pounds as part of daily tasks.
• No degree required, but a solid work history in parts, inventory, or related roles is essential.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision; Critical Illness, Accident, and Hospital; 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available; Life Insurance (Voluntary Life & AD&D for the employee and dependents); Short and long-term disability; Health Spending Account (HSA); Transportation benefits; Employee Assistance Program; Time Off/Leave (PTO, Vacation or Sick Leave).