Parts Coordinator

5 months ago

Ottawa, Canada BGIS Full time

Who We Are

BGIS is a leading provider of customized facility management and real estate services. With our combined team of over 6,500 globally, we relentlessly focus on enabling innovation through the services we deliver, while actively looking for new opportunities that will enable innovation for our clients’ businesses. Globally, we manage over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East, Australia and Asia. Further information is available at 

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 customer service or front-line operations experience in fuel service industry preferred) Relevant post-secondary education

Licenses and/or Professional Accreditation

None required.

At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success

BGIS is an equal opportunity employer and we welcome you to apply for a position with us If you require accommodation during the recruitment process, please contact us at askHR. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability.

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