Parts Coordinator

**Who We Are**

**SUMMARY**

A **Parts Coordinator **is the person who handles tasks that are related to inventory in a warehouse setting for an organization. Their role includes all physical, administrative and management duties to ensure stock inventory levels are maintained at optimized levels allowing the business to operate efficiently and effectively to meet the organization’s contractual obligations to our customers.

**KEY DUTIES & RESPONSIBILITIES**

**Inventory Control**
- Daily preparation of required parts for daily/morning technician pick-up for assigned work orders and/or truck restocking.
- Track and manage stock inventory on technician trucks and proactively replenish parts based on pre-determined min/max reporting. Transfer parts from warehouse to trucks in inventory management system.
- Monitor inventory level on regular basis and report exceptions for replenishment when necessary.
- Effectively analyze parts calls to gather/order necessary parts, with an emphasis on level of urgency.
- Quarterback local technicians on part changes, inventory issues, and procedural changes.
- Communicate with national parts manager, operation manager, administrative manager and technicians on all inventory issues including but not limited to: inventory trends, non-stock parts requirement and return parts issues.
- Lead annual inventory audit for the respective regional warehouse and all trucks collaborating with NPM and Administration team.
- Collaborate with National Warranty Coordinator (NWC) on warranty/DOA returns of parts to ensure credit procedure implemented. Process parts returns from technicians. Verify and process warranty parts/cores returns. Update tracking sheets for Warranty Parts.
- Package and ship and track warranty return parts to warranty provider and support National Warranty Coordinator to ensure credits/refunds are received.
- Coordinate customer owned dispenser demolition with dispatch and management.
- Collect all used parts and transfer to inventory system for future redeployment.
- Constantly finding innovative procedures to solve everyday problems, and sharing these with the NPM for implementation.

**Sourcing and Purchasing**
- Create and place purchase order to vendors for all non-standard or non-stocked job parts.
- Negotiate parts purchase price when necessary to obtain best price from vendors.
- Vendor management including but not limit to; sourcing new vendors and build up relationship to enlarge the vendor base; maintain an effective business relationship with current vendors to reduce order lead time.
- Monitor parts orders and provide direction to suppliers to meet work order service level obligations. Proactively update Management of exceptions.

**Warehouse Management**
- Work with corporate HSE department to ensure all ensure safety compliance have been followed. Manage safety equipment including monthly bump testing of gas monitors, and updating the safety equipment asset management tool
- Regular inspection of safety gear and equipment to ensure safe/suitable for operations. Ensure gear is kept in designated lockers/bins. Including tripods, winches, harnesses, hoists, blowers, gas detectors, FRC coveralls.
- Organize warehouse shelves and equipment/tools to maintain a clean and tidy work area.
- Labeling and barcoding of select inventory.
- General shop housekeeping. Keep warehouse tidy with parts/tools/gear in designated spaces, floors clean, clear and tidy to eliminate trip hazards, garbage/recycling taken out daily and electronics components properly segregated for recycling/disposal.
- Regularly conduct random safety audits on technician vehicles.
- Monitor and manage disposal of waste oil, absorbent pads, scrap metal, etc.

**Shipping and Receiving**
- Receive new parts shipments. Confirm receipt of all received parts. Confirm condition/no damage. Confirm invoiced amount matches PO.
- Manage digital transfer of parts to warehouse, truck or W/O as applicable. Move parts to designated storage location in warehouse or technician bin for loading to truck.
- Handle all parts shipments to other regional shops and customer sites.
- When required, transport parts/tools/equipment to technicians on site.

**Accounts Payable**
- Manages the receipt of invoices from vendors/suppliers for job parts as required to exceed billing timing KPI. Review and approve Vendor invoices and send to NPM for processing.

**KNOWLEDGE & SKILLS**
- Time Management. (Ability to prioritize, schedule and plan time sensitive duties in a fast-paced environment)
- Office experience. (Advanced business software skills)
- SAMPro, Excel, Outlook
- Problem Solving. (Ability to break down new challenges into smaller familiar tasks)
- Supply chain management. (More than 2 years of hands-on experience in supply chain, logistics or inventory practices preferred)
- Warehouse management. (More than 2 years of warehouse operations experience preferred)
- Fuel industry knowledge. (More than 2 years of custo