Order Management & Spare Parts Coordinator

Benefits:

• Health insurance
• Paid time off

ob Title: Order Management & Spare Parts Coordinator

Department: Operations / Supply Chain

Location: Fremont, CA

Employment Type: Full-Time | On-Site

Job Overview

We are seeking an organized and detail-oriented Order Management & Spare Parts Coordinator to oversee our order processing, spare parts inventory, and fulfillment operations. In this role, you will serve as a key operational link supporting sales, service, and engineering teams to ensure timely delivery, accurate inventory tracking, and high customer satisfaction.

If you thrive in a fast-paced environment managing cross-functional workflows, spare parts logistics, and ERP data, we want to hear from you!

Key Responsibilities

Order Management

• Process and manage end-to-end customer orders within our ERP/CRM systems.
  
  
• Verify order accuracy, including pricing, quantities, specifications, and delivery schedules.
  
  
• Coordinate closely with sales, engineering, and production teams to drive order fulfillment.
  
  
• Proactively monitor order statuses and communicate updates or timeline shifts to customers.
  
  
• Identify and resolve order discrepancies, delays, or shipping issues efficiently.
  
  

Spare Parts Management

• Oversee spare parts inventory for advanced systems and specialized equipment.
  
  
• Track stock levels, conduct stock monitoring, and coordinate reorders with procurement.
  
  
• Ensure critical spare parts availability to support field service teams and customer repairs.
  
  
• Maintain an up-to-date, accurate spare parts catalog and technical documentation.
  
  
• Prepare spare parts quotations and process incoming parts requests.
  
  

Logistics & Shipping

• Coordinate domestic and international shipments of spare parts and equipment.
  
  
• Prepare complete shipping documentation, including packing lists, commercial invoices, and export documents.
  
  
• Partner with freight carriers and third-party logistics (3PL) providers.
  
  
• Track transit milestones and proactively manage delivery timelines.
  
  

Customer Support & Collaboration

• Respond promptly to customer inquiries regarding order status, parts availability, and delivery ETAs.
  
  
• Provide spare parts recommendations based on equipment requirements and bills of materials.
  
  
• Assist field service engineers with parts identification during active maintenance and repairs.
  
  

Inventory Control & Reporting

• Maintain real-time accuracy of inventory records within the ERP system.
  
  
• Generate and analyze reports covering order statuses, inventory valuation, and usage trends.
  
  
• Participate in cycle counts and support formal inventory audits.
  
  

Required Qualifications

• Education: Bachelor’s degree in Supply Chain, Business Administration, Engineering, or a related field (or equivalent combination of education and hands-on experience).
  
  
• Experience: 2–5 years of direct experience in order management, spare parts coordination, or supply chain operations.
  
  
• Systems: Hands-on experience working with ERP and CRM systems.
  
  
• Knowledge: Proven understanding of inventory control, fulfillment, and basic logistics procedures.
  
  
• Skills: Excellent organizational skills, keen attention to detail, and clear verbal/written communication abilities.
  
  

Preferred Qualifications

• Prior experience in industrial automation, robotics, or semiconductor capital equipment industries.
  
  
• Familiarity reading Bills of Materials (BOMs) and navigating complex spare parts catalogs.
  
  
• Hands-on experience with international shipping, customs compliance, and export documentation.
  
  
• Strong ability to collaborate cross-functionally across engineering, sales, field service, and operations.
  
  

Work Environment & Benefits

• Location: Fremont, CA (100% On-Site)
  
  
• Schedule: Full-Time, Monday through Friday
  
  
• Competitive compensation package along with comprehensive health, medical, retirement, and paid time off benefits.