HVAC-R Procurement & Parts Sourcing Specialist

Job Description

Job Description

Get the Right Part. At the Right Price. On Time. Own It Until It’s Done.

Airlogix is looking for a Procurement & Parts Sourcing Specialist who understands that purchasing is not just placing an order.

In commercial HVAC-R, the wrong part can cost a technician hours, delay a repair, frustrate a client, and turn a profitable job into a problem.

Your job is to prevent that.

You will own the process of identifying, sourcing, purchasing, tracking, and closing the loop on the parts our field teams need to keep commercial and industrial HVAC-R systems running.

We are looking for someone who is hungry, humble, smart, technically curious, and relentless about follow-through.

Someone who doesn't say:

"I sent the email."

They say:

"It's handled."

What You'll Own Technical Parts Verification

Before an order is placed, you'll verify that we're buying the right part.

That means working from:

• Equipment model and serial numbers

• Manufacturer documentation

• Parts breakdowns and technical literature

• OEM and aftermarket options

• Technician information from the field

• Vendor technical resources

You don't need to be an HVAC technician.

But you do need enough mechanical aptitude and curiosity to learn HVAC-R equipment, understand what you're looking at, ask intelligent questions, and refuse to guess when accuracy matters.

Our target is simple:

Wrong-part and avoidable return rate of 10% or less.

Sourcing & Purchasing

You will find the best available solution—not simply call the first vendor.

You'll:

• Source HVAC-R equipment and parts

• Compare vendors and alternatives

• Negotiate and confirm pricing

• Verify availability and lead times

• Manage freight considerations

• Find substitutions when appropriate

• Place orders at or below the material cost allocated in the job whenever possible

• Escalate intelligently when cost or availability changes

We expect 100% ownership of purchasing decisions and $0 unexplained price variance.

Vendor & Internal Communication

Nobody should have to chase you for an update.

You'll communicate with vendors regarding:

• Pricing

• Availability

• Lead times

• Freight

• Substitutions

• Backorders

• Warranty issues

• Changing delivery conditions

Internally, you will keep Operations and Account Management informed so they can communicate accurately with technicians and clients.

Requests should be acknowledged within one business day , with meaningful updates at least every 48 hours while an item remains open.

Order Follow-Through

Placing the PO is not the finish line.

You'll track orders until the part is:

ordered → confirmed → shipped → received → resolved.

If something changes, you'll find out.

If something goes wrong, you'll work the problem.

If a vendor promises something, you'll follow up.

We are looking for someone who naturally keeps a mental—or preferably documented—list of open loops and hates letting one fall through the cracks.

Returns, Credits & Warranties

Money sitting on a vendor's shelf is still our money.

You'll identify:

• Unused parts that should be returned

• Defective parts eligible for warranty

• Vendor credits that haven't been received

• Reimbursements that need follow-up

And you won't consider the job complete until the return, credit, or reimbursement is confirmed.

Estimating Support

Once procurement priorities are handled, you'll also support our estimating team by gathering:

• Supplier pricing

• Equipment pricing

• Material costs

• Equipment information

• Availability and lead times

When you commit to an estimating request, our expectation is that you deliver it within 24 hours .

Who We're Looking For

The strongest candidates may have worked in:

• HVAC-R parts or equipment distribution

• An HVAC or refrigeration supply house

• Commercial HVAC-R service or mechanical contracting

• HVAC/R counter or inside sales

• Service parts coordination

• Purchasing or procurement for a mechanical contractor

• Industrial MRO or technical parts sourcing

• HVAC estimating or equipment sales support

• Parts, warehouse, or materials management

Experience with HVAC-R manufacturers, distributors, equipment, and technical documentation is a significant advantage.

You Are Hungry

You don't wait for someone to tell you what to do next.

You push the order.

You call the second vendor.

You find the alternate.

You chase the tracking number.

You solve the problem.

When the obvious path doesn't work, your instinct is:

"There has to be another way."

You Are Humble

You don't need to be the smartest person in the room.

If a technician knows something you don't, you ask.

If a vendor catches something, you listen.

If you make a mistake, you own it quickly, fix it, and learn from it.

There is no room here for ego disguised as expertise.

You Are Smart

Not just academically smart.

People smart. Judgment smart. Problem-solving smart.

You know how to:

• Ask the next good question

• Get useful information from a busy technician

• Push a vendor without damaging the relationship

• Recognize when something doesn't make sense

• Prioritize when five things are urgent

• Communicate clearly so other people can act

Most Importantly: You Own Things

At Airlogix, ownership means you follow a commitment all the way to the actual outcome.

If you ordered it, you know where it is.

If you promised an update, you give the update.

If there's a problem, you raise it before someone discovers it.

If you made a mistake, you fix it.

If you're waiting on someone else, you still own the follow-up.

What Success Looks Like

You will know you're winning when:

• Procurement requests are answered within one business day

• Open requests receive updates at least every 48 hours

• Wrong-part and avoidable return rates stay at or below 10%

• Orders are placed within quoted material budgets

• Returns and warranty claims turn into actual credits or reimbursements

• Technicians aren't losing time because parts fell through the cracks

• Account Management knows what is happening without chasing Procurement

• Estimating gets accurate pricing and availability quickly

Our Standards

Airlogix is built around five principles:

Service — Earn the trust of clients and teammates.

Solutions — Bring the answer, not just the problem.

Integrity — Do the right thing even when nobody is watching.

Character — Stay disciplined, accountable, and professional under pressure.

Legacy — Leave the system, team, and company better than you found them.

Skills can be developed.

Character, ownership, and work ethic have to show up every day.

This Role Probably Isn't for You If…

You consider sending an email the same thing as solving a problem.

You need your manager to constantly remind you what is still open.

You avoid making phone calls when an email isn't getting a response.

You order from the first source you find without checking price or availability.

You don't like technical details.

You hide mistakes.

You get defensive when challenged.

Or you need a job where doing exactly what was assigned—and nothing more—is enough.

But If This Sounds Like You…

You like being the person people trust to get things handled.

You enjoy finding obscure parts and solving sourcing problems.

You take satisfaction in turning chaos into a clean, closed loop.

You want to learn more about HVAC-R and build valuable technical expertise.

And you want to work alongside people who expect a high level of ownership from themselves and each other.

We should talk.

Apply to Airlogix and tell us why this kind of role fits the way you work.

Airlogix — Smart Solutions Start Here.

Airlogix is an Equal Opportunity Employer.

You should be proficient in:

• Sourcing and Procurement Experience