Part Sales and Warranty Coordinator

Ice Western•Calgary, AB

6d•Onsite

About The Position

The Parts Sales, Warranty & Shipping Coordinator is responsible for coordinating parts sales, customer orders, warranty claims, invoicing, and outbound shipments. This hands-on role works closely with customers, warehouse staff, service, sales, purchasing, and other internal departments to ensure orders and warranty requests are processed accurately and delivered on time.

Requirements

Previous experience in parts sales, shipping, logistics, order fulfillment, customer service, invoicing, warranty administration, or a related role.
Strong organizational, communication, customer service, and problem-solving skills.
High attention to detail and accuracy.
Proficiency with Microsoft Office (Excel, outlook etc.) and ERP or inventory management systems.
Ability to manage multiple priorities in a fast-paced environment.
High school diploma or equivalent required.

Nice To Haves

Experience in HVAC, manufacturing, mechanical, or industrial environments is an asset.
Ability to read and interpret basic technical documents, equipment manuals, drawings, or parts lists is an asset.
Basic accounting or invoicing knowledge is an asset.

Responsibilities

Respond to customer inquiries regarding parts, pricing, availability, orders, and warranty claims.
Process parts orders, quotations, invoices, and warranty claims.
Identify and coordinate replacement parts using equipment information, manuals, drawings, and parts lists.
Locate, pick, verify, package, and prepare products for shipment.
Generate invoices, packing slips, shipping labels, and other required documentation.
Verify purchase orders, billing information, pricing, and order accuracy.
Coordinate with warehouse staff, carriers, suppliers, and internal departments to ensure timely fulfillment.
Track shipments and resolve delivery, billing, and order discrepancies.
Communicate with customers regarding order status, shipments, warranty claims, and resolutions.
Maintain accurate parts, shipping, invoicing, inventory, and warranty records in the ERP system and MS Excel.
Assist with inventory control, cycle counts, and general warehouse duties as required.
Identify recurring warranty or parts issues and communicate concerns to management.
Ensure compliance with company procedures and applicable shipping requirements.