Parts Coordinator

Overview

This position will focus on working with our Service, and Sales departments through the completion of assigned projects to effectively maintain inventory, stocking, ordering, allocation, and issuance of laundry equipment, parts, and supplies to internal and external clients while following the Alliance Laundry Systems quality standards policies and procedures.

 

The Parts Coordinator contributes to increasing team efficiency by providing support both operationally and administratively.

 

This is an on-site position to support our Batavia, NY office.

Responsibilities

• Provide administrative assistance and supports the Sales, Service, and Installation teams to process parts needs for small and large projects and seeks clarification when needed to drive accuracy and efficiency before placing orders.
• Customer support expert, responsible for answering phone calls and email correspondence. Expected to connect with customers to confirm and communicate the status of the order, including notifications of any possible delays or setbacks, answering inquiries, supplying and verifying parts information including pricing, availability, and shipping schedules.
• Assist with the creation of quotes and invoices for all orders along with any additional paperwork. Will enter customer information into logging systems such as Quick Books/SAP/Sales Force. Confirms and verifies vendor invoices and acknowledgments to parts purchase orders and adds correct freight amounts to sales orders.
• Maintains inventory levels of current and incoming parts. Expected to allocate parts when they are in-stock and notify the Manager and all customers of parts arrivals. May perform physical count of inventory, and reconcile actual stock count to the accounting system, such as sales orders vs. purchasing invoices to obtain current inventory levels.
• Assists with research and placement of parts orders for external customers and all internal departments. Tracking equipment shipping dates and coordinating with end-customer to minimize the time equipment is in the warehouse before being delivered and installed.
• Participates in process improvement initiatives as a Cross-Functional team member. Performs other related, incidental, and similar duties including interdepartmental projects as required.
• May assist with loading and unloading of trucks and trailers and preps them for delivery of equipment/parts. Operates forklift truck, pallet jack and other equipment in a safe manner.  Following all safety and security procedures. Spots for forklift drivers to keep people out of fall danger zones

Qualifications

Education & Experience:

• High School diploma or equivalent required. Completion or pursuing an associate or bachelor’s
• degree strongly preferred.
• 4+ years of related work experience in purchasing role, administrative support role, or project coordination
• preferred. An equivalent combination of education, training, and experience will be considered.
• Experience with SAP, QuickBooks, or other CRM systems, strongly preferred.
• Proficient computer skills including using MS Outlook, Word, and Excel preferred.

      Skills and Abilities:

• Solid Technical Acumen; Ability to read and understand packaging, shipping documents, and safety guidelines.
• Strong organizational skills; Ability to self-manage workload and multiple projects simultaneously while managing and meeting tight deadlines; Ability to collaborate with different departments and vendors while maintaining organizational control of daily operations.
• Ability to partner and form strong working relationships fostering a problem-solving approach.
• Excellent written, verbal, and interpersonal communication skills; Communicate effectively and professionally across all levels of the organization and external stakeholders; Confidence in creating and delivering presentations to internal and external customers.
• Strong work ethic; Self-starter, demonstrating a proactive approach, self-initiative, and tenacity. Resilient; Able to confidently navigate ambiguity and change.

      Standard and Physical Requirements:

• Position involves sitting long periods, standing, manual dexterity, stooping, bending.
• Position requires the ability to lift, carry, push, and pull up to 50 lbs. frequently. For greater weight items assistive devices will be provided.
• While performing the duties of this job, the employee is regularly required to talk and hear; and use hands to manipulate objects or controls. Specific conditions of this job are typical of frequent and continuous computer-based work requiring periods of sitting; close vision and ability to adjust focus.

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