Shop Operations - Parts Coordinator

Job Description

Job Description

Shop Operations & Parts Coordinator

Location: Bend, Oregon
Schedule: Monday - Friday, 8:00 AM - 5:00 PM
Pay Range: $27.00 - $32.00 per hour, DOE

Join a Growing, Stable Industry Leader

This is a unique opportunity to join a highly respected company with 47 years of success in the hydraulics industry. We believe that when our team members thrive, our company thrives. We are committed to providing an environment where you can build a rewarding career while maintaining a healthy work-life balance.

As we continue to grow and execute our vision for the future, we are looking for a motivated professional who wants to be part of a strong team and contribute to operational excellence. For the right individual, there may be opportunities for increased leadership responsibilities and participation in future succession planning initiatives.

Position Summary

The Shop Operations & Parts Coordinator supports daily operations by managing shop-related customer intake, work order readiness, active job communication, work-in-progress (WIP) visibility, shop-job parts research, vendor quote requests, job-specific purchasing follow-up, ETA tracking, parts readiness, warehouse staging coordination, and job closeout documentation.

This position plays a critical role in reducing workload for the Warehouse Manager, Operations Manager, and Sales/Purchasing Coordinator by assuming primary responsibility for parts research and ordering activities related to shop repair jobs. The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable managing multiple priorities in a fast-paced environment.

Key ResponsibilitiesCustomer & Shop Operations

• Greet walk-in customers and determine whether the need is counter parts, hose service, phone/order support, or shop-job intake.
• Create and maintain work orders for walk-in repair and shop jobs.
• Capture customer information, symptoms, equipment details, part numbers, serial numbers, photos, and job notes.
• Answer and return phone calls related to active shop jobs.
• Maintain the WIP board and shop job status list.
• Track jobs waiting on teardown, quote, approval, parts research, vendor quote, parts order, received parts, outside vendor service, quality control, pickup, or invoicing.
• Maintain ready-to-start, waiting-on-parts, and ready-for-pickup lists.
• Serve as backup for counter customer service.

Parts Research & Procurement

• Research parts required for shop jobs using internal history, vendor catalogs, supplier contacts, online resources, and input from experienced personnel and technicians.
• Contact existing and approved new vendors to request quotes, lead times, availability, freight costs, and part compatibility information.
• Maintain a quote comparison log for shop-job parts.
• Prepare purchasing recommendations and escalate decisions when cost, fit, lead time, vendor selection, or customer approval requires review.
• Create purchase requests or place approved shop-job parts orders within defined authority limits.
• Track open shop-job parts orders, vendor ETAs, delays, and receiving status.
• Coordinate with experienced personnel on receiving, part verification, job labeling, staging, and kitting.
• Coordinate with purchasing and operations personnel regarding vendor issues, purchasing standards, and backup purchasing support.

Coordination & Documentation

• Work closely with the Operations Manager regarding priority conflicts, schedule impacts, and parts-related delays.
• Escalate technical, pricing, vendor, customer, or scheduling issues to the appropriate team member.
• Maintain complete job documentation, including vendor quotes, purchase orders, photos, notes, and parts status updates.
• Identify recurring bottlenecks in parts sourcing and recommend process improvements to increase efficiency and workflow effectiveness.

Qualifications & ExperienceRequired Qualifications

• Experience in supply chain management, procurement, purchasing, inventory control, logistics, or related fields.
• Proven experience with supplier management, negotiation, and sourcing of industry-related parts or accessories.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities effectively in a fast-paced environment.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, and Word.
• Experience using ERP systems and inventory management software.
• Excellent written and verbal communication skills.
• Strong problem-solving and decision-making abilities.

Preferred Qualifications

• Mechanical knowledge related to construction, industrial, hydraulics, or similar industries.
• Experience in warehouse management practices, including shipping, receiving, inventory control, and material handling.
• Experience with parts administration, order processing, demand planning, pricing strategies, and internal communications.
• Forklift certification preferred, but not required.
• Experience in service, repair, industrial, manufacturing, construction, or hydraulics environments.

Physical Requirements

• Ability to move throughout warehouse, shop, and customer areas.
• Ability to occasionally lift and carry up to 50 pounds.
• Ability to safely operate material handling equipment as needed.
• Ability to stand, walk, bend, reach, and sit throughout the workday.

What We Offer

• Competitive pay of $27.00 - $32.00 per hour DOE
• Monday through Friday work schedule
• Stable employment with a respected 47-year-old company
• Career growth and advancement opportunities
• Collaborative and supportive team environment
• Opportunity to play a key role in the future growth of the organization
• Potential involvement in succession planning for the right candidate

This role is ideal for motivated professionals eager to contribute to a high-energy environment focused on operational excellence in the hydraulics industry.

How to Apply

Interested candidates should contact Express Employment Professionals to apply.

Jennifer Underhill