Parts Coordinator

Feldmeier Equipment•Syracuse, NY

2d•Hybrid

About The Position

The Sold-To-Order Parts Coordinator is responsible for managing customer-driven parts orders from initial inquiry through fulfillment, including returns and warranty processing. This role ensures accurate quoting, order entry, and issue resolution while serving as a primary point of contact for customers. The position directly supports revenue generation, customer satisfaction, and operational efficiency.

Requirements

High school diploma or equivalent
2+ years' experience in customer service, inside sales, or parts/order processing
Strong computer skills (ERP systems, Excel, Outlook)
High attention to detail and strong organizational skills

Nice To Haves

Manufacturing or industrial equipment experience (Feldmeier-relevant)
Familiarity with mechanical components (valves, pumps, stainless systems)
Experience with quoting, invoicing, and RMA/warranty processes

Responsibilities

Serve as the primary contact for customer parts inquiries, order status, and issue resolution
Prepare and deliver accurate parts quotations based on customer needs and specifications
Convert approved quotes into sales orders, ensuring complete accuracy
Maintain consistent communication with customers throughout the order lifecycle
Identify opportunities to upsell or recommend additional parts when appropriate
Ensure pricing aligns with company guidelines and margin expectations
Support timely conversion of quotes to orders to drive revenue
Coordinate with purchasing, inventory, and production teams to source sold-to-order parts
Monitor order progress and proactively communicate updates or delays
Expedite critical or time-sensitive customer orders
Manage customer returns (RMA process), ensuring proper authorization and documentation
Evaluate return requests in alignment with company policy (restocking fees, eligibility, timelines)
Coordinate inspection and disposition of returned parts
Process warranty claims, including validation of warranty coverage and root cause information
Work with vendors and internal teams to resolve warranty issues and recover costs when applicable
Verify pricing, quantities, and terms prior to finalizing transactions
Resolve discrepancies related to billing, orders, or shipments
Work with vendors to source non-stock or specialized parts
Collaborate with engineering, service, accounting, and production teams to ensure technical and order accuracy
Maintain accurate records within ERP or order management systems
Track order history, customer interactions, pricing, and returns
Generate reports related to parts sales, returns, and warranty activity