HVAC Parts Coordinator

SSH BUILDING AND FACILITY SERVICES LLC•Willow Grove, PA

About The Position

The Parts Coordinator oversees the procurement, inventory management, storage, distribution, and tracking of HVAC and plumbing parts, equipment, and materials. The role ensures technicians have the parts needed for service calls and installations while maintaining accurate inventory, controlling costs, and fostering vendor relationships. The position works with operations and service teams to stage and deliver parts on time, communicates availability and expected delivery timelines, and manages vendor returns and warranty claims. It also uses inventory, purchasing, and ERP or service management software to monitor inventory performance and identify process improvements.

Requirements

High school diploma or equivalent.
At least 2 years of inventory, warehouse, purchasing, or parts management experience.
Proficiency with inventory management software and Microsoft Office applications.
Excellent organizational and time management skills.
Strong communication and customer service abilities.
Valid driver's license with an acceptable driving record.

Nice To Haves

Experience in an HVAC, plumbing, mechanical contracting, or service company environment.
Experience with ServiceTitan, Successware, FieldEdge, or similar service management platforms.
Forklift certification or ability to obtain certification.
Experience utilizing ServiceTitan for inventory management.
Experience assisting with the movement from one facility to the next.

Responsibilities

Maintain accurate inventory levels of HVAC and plumbing parts and equipment.
Monitor stock quantities and establish minimum and maximum inventory levels.
Investigate and promptly resolve inventory discrepancies.
Organize warehouse and storage areas for efficient retrieval and accountability of materials.
Source and purchase parts, equipment, and supplies from approved vendors.
Negotiate pricing, rebates, warranties, and delivery schedules.
Maintain strong relationships with suppliers and distributors.
Monitor vendor performance regarding pricing, quality, and delivery times.
Ensure timely delivery or staging of parts for scheduled service and installation jobs.
Communicate parts availability and expected delivery timelines to operations and service teams.
Process returns, warranty claims, and core returns with vendors.
Ensure compliance with company safety policies and procedures.
Use inventory management, purchasing, and ERP/service management software.
Track inventory turnover, stockouts, obsolete inventory, and purchasing trends.
Recommend process improvements to increase efficiency and reduce costs.