Parts & Inventory Coordinator

Job Description:
The Parts & Inventory Coordinator will play a pivotal role in managing and optimizing our organization's inventory of parts and materials, ensuring seamless operations and timely availability. They work closely with the Director of Maintenance to ensure parts are supplied in a timely manner for all on-going jobs. They are responsible for all incoming and outgoing shipments, Parts Room organization, stocking, and replenishment. This position is a crucial link between the maintenance and office departments, with a role in both places.

Responsibilities:

• Inventory Management: Monitor inventory levels, track usage patterns, and forecast future inventory needs. Implement strategies to minimize stockouts and overstock situations.
• Vendor Order Placement: Initiate and manage the process of placing purchase orders with vendors for required parts and materials. Ensure precision in specifying quantities, negotiating pricing, and confirming delivery timelines to maintain a seamless procurement workflow.
• Receiving and Inspection: Receive incoming shipments, verify contents against packing lists, and inspect items for quality and accuracy.
• Allocation of Incoming Parts: Utilize the Purchase Order (PO) system to accurately allocate incoming parts to specific jobs or projects. Collaborate with relevant departments to ensure seamless integration of parts into ongoing operations, maintaining meticulous records of allocation for tracking and reporting purposes.
• Database Maintenance: Maintain an organized and up-to-date order, accurately recording all purchases and related information.
• Vendor Communications: Establish and maintain effective communication with suppliers regarding order status, lead times, and any quality or quantity concerns.
• Out-going Shipments: Coordinate the packaging and shipment of outgoing parts or equipment to third-party vendors for repairs, overseeing the process from initiation to tracking, and ensuring seamless communication between all parties involved.
• Warranty Management and Returns: Efficiently manage warranty claims, overseeing the entire process from initial claim submission to final resolution, including liaising with suppliers to ensure timely replacement of defective parts. Additionally, handling returns to vendors as required, coordinating the process and maintaining effective communication to facilitate smooth returns and/or replacements.
• Core Returns Management: Oversee the process of core returns, ensuring timely and accurate returns of used parts to suppliers or manufacturers as required. Collaborate with accounts payable to ensure credits have been received for all returned cores.
• Financial Collaboration: Work closely with the accounts payable team to ensure that all net 30 accounts and credit cards have sufficient funds available to facilitate timely purchases of parts and payments for repairs as needed. Maintain proactive communication to prevent any financial constraints that might hinder the smooth procurement process and provide necessary documentation and insights to support sound financial decisions.
• Intra-office Coordination: Collaborate with various intra-company departments, including accounts payable, reception, and maintenance, to ensure smooth supply chain operations.

Qualifications and Requirements:

• High school diploma or equivalent; relevant certification or coursework in inventory management is a plus.
• Proficiency in using Microsoft Office Suite (Excel, Word, etc.) and Google Suite (Sheets, Docs, etc.)
• Strong accuracy and attention to detail when handling inventory records, warranty claims, and accounts payable documents.
• Excellent communication skills for liaising with internal teams, external suppliers, managing warranty-related communication, and coordinating outgoing shipments.
• Ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Capacity to analyze data, identify trends, and make informed inventory, warranty, and accounts payable decisions.