Spare Parts Coordinator

Spare Parts Coordinator

We're seeking a highly organized, detail-oriented and customer-focused Spare Parts Coordinator to join our growing Service team in Syracuse, NY. Do you have experience managing inventory, logistics, replenishment planning or warehouse operations? Are you comfortable working with inventory management systems and analyzing data to ensure parts are available when and where they are needed? Do you enjoy working across teams and supporting customers in a fast-paced, technical environment? If yes, please keep reading!

As a Spare Parts Coordinator, you will own and operate Bluefors' North American spare parts operation from our Syracuse warehouse and logistics hub. You will be responsible for maintaining inventory levels, coordinating replenishment and order fulfillment, and ensuring critical replacement parts reach customer sites quickly and efficiently. This highly visible role will serve as a key liaison between Service, field service engineers, customers, warehouse partners and our Finland operations team.

Your tasks will include managing inventory for the North American installed base, identifying critical spare parts and maintaining min-max inventory levels based on system types and failure frequency. You will coordinate replenishment, process spare parts orders, arrange shipments and monitor stock availability to support customer service needs and minimize equipment downtime. You will also manage the commercial relationship with our Syracuse warehouse partner, audit inventory and shipment data, maintain accurate SKU and inventory records, and identify slow-moving inventory. Working closely with the Service team, you will forecast demand, proactively stage parts for preventive maintenance activities and track parts expenditures by customer and system type. You will also coordinate international freight and customs documentation for shipments from Finland when parts are not available locally, support reporting and continuous improvement initiatives, and help improve warehouse operations, inventory accuracy and overall service efficiency.

We offer a generous benefits package including health, dental, vision, 401(k), long- and short-term disability, life insurance, training, tuition reimbursement, and Paid Time Off (PTO).

Location: Syracuse, NY Pay range: $25.96 - $31.73/ hr. (DOE)

Your main responsibilities would be:

• Own and operate the North American spare parts hub in Syracuse, including inventory levels, replenishment cycles and fulfillment activities.
• Maintain a min-max inventory model by identifying critical spare parts based on system type, failure frequency and service requirements.
• Manage the commercial relationship with the Syracuse warehouse partner, including inventory access, replenishment protocols and service level commitments.
• Process spare parts orders and coordinate shipments to customer sites while supporting targeted delivery timelines.
• Maintain and audit inventory, shipment and related data within inventory management systems.
• Collaborate with the Service team to forecast spare parts demand associated with preventive maintenance visits and proactively stage required inventory.
• Coordinate local inventory replenishment and monitor stock availability to minimize customer downtime.
• Audit warehouse inventory, maintain an accurate SKU catalog and identify slow-moving inventory.
• Track parts expenditures by customer and system type to support service cost analysis.
• Coordinate import customs documentation, freight logistics and import requirements for shipments from Finland when local inventory is unavailable.
• Maintain accurate inventory records and prepare inventory and logistics reports as requested.
• Support continuous improvement initiatives related to warehouse operations, inventory accuracy and service efficiency.
• Perform other duties as assigned.

What we expect from you:

• High school diploma/GED with a minimum of 3 years of experience and/or training in supply chain, logistics, spare parts management, warehouse operations or inventory control; or an associate or bachelor's degree in Supply Chain Management, Logistics, Business Administration or a related field.
• Equivalent combination of education and experience will also be considered.
• Hands-on experience managing physical inventory, replenishment planning and inventory optimization.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities while maintaining accurate inventory and documentation.
• Experience using ERP, inventory management or CRM systems and the ability to export and analyze data using spreadsheets.
• Proficiency in Microsoft Office Suite, particularly Excel, for reporting, inventory tracking and data analysis.
• Strong analytical and problem-solving skills, with the ability to analyze inventory trends, identify stocking requirements and make recommendations that improve service levels and inventory performance.
• Excellent written and verbal communication skills, with the ability to collaborate effectively with customers, field service engineers, warehouse partners and global operations teams across multiple time zones.
• Ability to work independently in a fast-paced environment while staying aligned with internal teams.
• Professional, customer-oriented presence when working with customers and external partners.
• Willingness to travel as required.

We also appreciate:

• Experience with Salesforce, ERP or other inventory management systems.
• Knowledge of shipping, freight coordination, customs documentation and import/export processes.
• Familiarity with international freight, customs documentation and import compliance.
• Experience supporting technical, scientific, manufacturing or industrial equipment.
• Experience maintaining min-max inventory models, cycle counting and inventory optimization.
• Experience working in a customer-embedded environment while coordinating closely with internal teams.
• A structured and analytical approach to problem solving.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit, stand, walk, reach with arms and hands, and use hand and finger dexterity. The employee is regularly required to see, talk and hear. In an office setting, the employee may occasionally stoop, kneel or crouch. The employee will frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

Work Environment:

This role operates primarily in an on-site warehouse and office environment. Occasional travel may be required for customer site visits, training, or meetings with global operations. Personal protective equipment (PPE) may be required when working in warehouse or technical environment.

Note: that this role does not offer sponsorship for work authorization.

Bluefors Cryocooler Technologies, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration regardless of disability status, veteran status, or any other New York State or federally protected characteristic.