Parts Associate

Pro-Serv Food Equipment•New Bern, NC

5d•Onsite

About The Position

Pro-Serv Food Equipment is hiring a dependable, organized, and detail-oriented Parts Associate for its New Bern team. The role ensures parts are accurately identified, ordered, received, tracked, and returned so technicians can complete jobs and customers can keep their equipment operating. The position works in a fast-paced service environment and requires managing multiple priorities, communicating clearly with technicians and vendors, and owning assigned tasks through resolution and documentation. The Parts Associate researches and orders commercial food equipment, refrigeration, and HVAC parts; manages purchase orders in ServiceTrade; monitors order status; receives and stages parts; handles returns and credits; and maintains inventory and job documentation. The role works closely with technicians, dispatch, managers, vendors, and customers, following Pro-Serv purchasing, receiving, inventory, and documentation procedures.

Requirements

Strong organizational and time-management skills.
Excellent attention to detail.
Ability to manage multiple orders and priorities at once.
Strong written and verbal communication skills with technicians, vendors, dispatch, and management.
Basic computer skills and ability to learn ServiceTrade and vendor systems.
Ability to research independently and recognize when to ask for help.
Dependable attendance and consistent follow-through.
Ability to work independently and as part of a team.

Nice To Haves

Experience with commercial food equipment, HVAC/refrigeration parts, appliance or automotive parts, warehouse operations, purchasing, or inventory.
Military supply or logistics experience.

Responsibilities

Identify and research commercial food equipment, refrigeration, and HVAC parts using model and serial numbers, parts diagrams, and manufacturer resources.
Review technician requests for required equipment and diagnostic information, and verify uncertain details before ordering.
Create and manage purchase orders in ServiceTrade, ensuring each is tied to the correct work order, asset, vendor, and technician and has a valid PO number.
Order through Parts Town as the primary source; use another source only when the OEM part is unavailable or the customer requests a different part, and document the reason.
Explain and document customer approval when a requested non-OEM part voids Pro-Serv’s 60-day repair warranty for that repair.
Check warehouse, technician, and branch stock before placing orders.
Review open purchase orders daily and follow up on backorders and overdue shipments.
Communicate confirmed ETAs and delays to dispatch and customers, and share parts needs and order status with technicians, managers, vendors, and dispatch.
Escalate critical delays, unavailable parts, price changes, and disputes promptly.
Receive parts and verify them against purchase orders and packing slips, checking for damage, shortages, and incorrect items.
Label, organize, and stage parts for the correct technician or job, notify dispatch when jobs are parts ready, and coordinate technician pickups.
Process returns, RMAs, cores, defective parts, and warranty parts; track them until replacements arrive or credits post.
Upload quotes, packing slips, invoices, tracking information, and return documents to purchase orders and jobs.
Assist with inventory counts and adjustments, manage warehouse and truck stock, and record every transfer.
Research discrepancies involving missing, incorrect, damaged, or unreceived parts.
Keep parts areas, shelves, and job-specific parts organized and follow Pro-Serv purchasing, receiving, inventory, and documentation procedures.