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Parts Coordinator

Location: This is a 100% onsite position based at John C. Cassidy Air Conditioning & Plumbing's corporate headquarters in Riviera Beach, FL. Candidates must be able to work onsite daily to support purchasing, inventory management, warehouse coordination, and field operations.

Position Summary

The Parts & Inventory Coordinator plays a critical role in supporting our Service, Installation, and Operations teams by ensuring technicians have the right equipment, parts, and materials when they need them. This role is responsible for coordinating purchasing activities, maintaining inventory accuracy, processing warranty and core returns, managing vendor relationships, and supporting daily warehouse operations.

This position serves as the administrative hub between the warehouse, field personnel, vendors, and office staff to help keep operations running efficiently and customers served on time.

Key Responsibilities

Purchasing & Procurement

• Create and process purchase orders for equipment, parts, tools, and supplies
• Source and coordinate special-order materials
• Monitor purchase order status and delivery schedules
• Communicate with vendors regarding pricing, availability, and backorders
• Maintain vendor records and purchasing documentation
• Help identify cost-saving opportunities with vendors and purchasing processes

Inventory Management

• Maintain accurate inventory records within company systems
• Monitor stock levels and recommend replenishment
• Process inventory adjustments
• Coordinate cycle counts and physical inventories
• Track technician truck stock and warehouse inventory
• Assist with inventory organization and accuracy initiatives

Warehouse Coordination

• Coordinate receiving of incoming shipments
• Verify packing slips against purchase orders
• Stage materials for upcoming service and installation jobs
• Coordinate equipment transfers between warehouse and field personnel
• Maintain organized warehouse documentation and inventory locations

Warranty & Returns Administration

• Process manufacturer warranty claims
• Coordinate core returns and Return Material Authorizations (RMAs)
• Track outstanding warranty credits
• Maintain accurate warranty documentation and records
• Follow up with vendors on pending claims and credits

Administrative Support

• Maintain purchasing, receiving, inventory, and warranty records
• Update ServiceTitan and internal systems with purchasing and inventory information
• Prepare purchasing and inventory reports
• Maintain warehouse procedures and documentation
• Support Warehouse and Operations leadership with administrative tasks

Cross-Functional Collaboration

• Partner with Service, Installation, Dispatch, and Operations teams
• Coordinate material availability for scheduled work
• Communicate inventory shortages and expected delivery dates
• Support continuous improvement initiatives
• Assist with additional operational projects as assigned

What Makes This Role Different

• Be a key contributor to the success of daily HVAC operations.
• Gain exposure to purchasing, inventory management, vendor relations, and warehouse operations.
• Work alongside experienced operations, service, and installation professionals.
• Play an essential role in ensuring technicians have the resources needed to deliver exceptional customer service.
• Opportunity for professional growth within a rapidly expanding organization.

Required Qualifications

• High school diploma or GED required
• 2+ years of experience in purchasing, inventory, warehouse administration, operations support, or office coordination
• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Effective written and verbal communication skills
• Proficiency with Microsoft Office (Outlook, Excel, Word)
• Ability to prioritize multiple tasks in a fast-paced environment
• Experience with ServiceTitan or similar ERP/field service software is preferred

Preferred Qualifications

• Experience within the HVAC, plumbing, electrical, construction, or home services industry
• Purchasing and vendor management experience
• Inventory control or warehouse administration experience
• Experience processing manufacturer warranties and RMAs
• Familiarity with HVAC equipment, replacement parts, and materials

Success in This Role

Within your first year, you will become a trusted resource for our Operations team by maintaining accurate purchasing and inventory records, ensuring technicians have the parts and materials they need, managing warranty and vendor documentation efficiently, and helping create a well-organized warehouse operation that supports exceptional customer service.