Order Management & Spare Parts Coordinator

Aviso, LLC•Fremont, CA

9d•$27 - $28•Onsite

About The Position

We are seeking an organized and detail-oriented Order Management & Spare Parts Coordinator to oversee our order processing, spare parts inventory, and fulfillment operations. In this role, you will serve as a key operational link supporting sales, service, and engineering teams to ensure timely delivery, accurate inventory tracking, and high customer satisfaction. If you thrive in a fast-paced environment managing cross-functional workflows, spare parts logistics, and ERP data, we want to hear from you!

Requirements

Bachelor’s degree in Supply Chain, Business Administration, Engineering, or a related field (or equivalent combination of education and hands-on experience).
2–5 years of direct experience in order management, spare parts coordination, or supply chain operations.
Hands-on experience working with ERP and CRM systems.
Proven understanding of inventory control, fulfillment, and basic logistics procedures.
Excellent organizational skills, keen attention to detail, and clear verbal/written communication abilities.

Nice To Haves

Prior experience in industrial automation, robotics, or semiconductor capital equipment industries.
Familiarity reading Bills of Materials (BOMs) and navigating complex spare parts catalogs.
Hands-on experience with international shipping, customs compliance, and export documentation.
Strong ability to collaborate cross-functionally across engineering, sales, field service, and operations.

Responsibilities

Process and manage end-to-end customer orders within our ERP/CRM systems.
Verify order accuracy, including pricing, quantities, specifications, and delivery schedules.
Coordinate closely with sales, engineering, and production teams to drive order fulfillment.
Proactively monitor order statuses and communicate updates or timeline shifts to customers.
Identify and resolve order discrepancies, delays, or shipping issues efficiently.
Oversee spare parts inventory for advanced systems and specialized equipment.
Track stock levels, conduct stock monitoring, and coordinate reorders with procurement.
Ensure critical spare parts availability to support field service teams and customer repairs.
Maintain an up-to-date, accurate spare parts catalog and technical documentation.
Prepare spare parts quotations and process incoming parts requests.
Coordinate domestic and international shipments of spare parts and equipment.
Prepare complete shipping documentation, including packing lists, commercial invoices, and export documents.
Partner with freight carriers and third-party logistics (3PL) providers.
Track transit milestones and proactively manage delivery timelines.
Respond promptly to customer inquiries regarding order status, parts availability, and delivery ETAs.
Provide spare parts recommendations based on equipment requirements and bills of materials.
Assist field service engineers with parts identification during active maintenance and repairs.
Maintain real-time accuracy of inventory records within the ERP system.
Generate and analyze reports covering order statuses, inventory valuation, and usage trends.
Participate in cycle counts and support formal inventory audits.