Parts Administrator/Bids & Office Administrator

Job Description

Job Description

Job Summary:

The Parts Administrator/Bids & Office Administrator is primarily responsible for receiving, logging, and processing parts and equipment requests from a wide range of customers, from small HVAC shops to government entities and data centers, and communicating those requests to manufacturers accurately and clearly. This role also supports bids and quotations for the sales and project teams and provides general office administration. Strong customer service, attention to detail, and accurate data entry are essential, as the position requires constant phone and email communication and precise handling of pricing and order information. The position works closely with customers, manufacturers, vendors, Sales Engineers, and internal teams to ensure parts requests, bids, orders, and administrative tasks are handled accurately and on time.

Duties and Responsibilities:

Parts Administration (~70%)

• Receive, log, and process parts and equipment requests from a wide range of customers, from small HVAC shops to large government entities and data centers
• Accurately enter and maintain customer, order, and pricing information, ensuring completeness and accuracy for downstream processing
• Communicate customer requests clearly and accurately to manufacturers, translating customer needs into comprehensible, cohesive requests
• Prepare and send accurate pricing to customers, requiring strong math skills and close attention to detail
• Respond promptly to customer inquiries by phone and email regarding parts availability, pricing, and order status, on a constant, ongoing basis
• Build and maintain strong working relationships with customers across varying levels of technical expertise, adjusting communication style as needed
• Track parts orders from request through delivery, monitoring lead times, backorders, and shipment status
• Resolve order discrepancies, pricing questions, and delivery issues professionally, including difficult or high-pressure customer interactions
• Continuously learn manufacturer products, pricing structures, and processes, proactively asking questions to ensure accuracy
• Maintain organized records and logs of parts requests, quotes, and orders

Bids & Quotations (~15%)

• Assist Sales Engineers and management with bids, proposals, quotations, and related documentation
• Request and maintain manufacturer and vendor pricing, availability, and lead times for bids and customer requests
• Track bid opportunities, quotation deadlines, submissions, and follow-up activities
• Maintain organized bid tracking logs and filing systems for bids and proposals

Office Administration (~15%)

• Support day-to-day office operations, ensuring efficiency, organization, and a professional office environment
• Answer, screen, and route incoming phone calls and greet visitors in a professional and courteous manner
• Manage incoming and outgoing mail, packages, and general office correspondence
• Assist with scheduling meetings, calendar coordination, and general administrative tasks
• Perform other administrative and operational duties as assigned

Qualifications:

• Strong customer service skills, with the ability to communicate effectively with a wide range of customers, from small HVAC shops to government entities and data centers
• Strong attention to detail and accuracy, particularly when logging customer information and preparing pricing
• Good organizational skills and the ability to manage multiple requests, deadlines, and priorities
• Superb written and verbal communication skills, including constant phone and email correspondence
• Strong data entry skills and solid math ability, given the volume of order entry and pricing work
• Ability to handle conflict and confrontation with professionalism
• Quick learner with a strong desire to ask questions and grow product and process knowledge
• 2+ years of experience in parts, purchasing, order processing, sales support, or a related administrative role
• HVAC, mechanical, construction, engineering, manufacturer's representative, or related industry experience strongly preferred
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook
• Bachelor's degree preferred; Associate's degree considered in lieu of relevant experience
• Dependable, proactive, and comfortable working independently while supporting a team

Benefits at Critical Systems LLC:

• Medical, Dental, and Vision Insurance
• 401(k) 
• Generous Paid Time Off (PTO)
• Competitive salary with performance-based incentives
• Opportunities for professional development and continuous learning
• Collaborative, growth-oriented team culture

Critical Systems LLC is an Equal Opportunity Employer