Parts & Proposal Coordinator

Aston Carter•Village of Old Westbury, NY

4d•$58,240 - $72,800•Onsite

About The Position

We are seeking a detail-oriented and driven Parts & Proposal Coordinator with knowledge in HVAC/R, electrical systems, or commercial kitchen equipment. This position is ideal for a former technician looking to transition into an office-based role while staying connected to the technical side of the industry. You will play a vital role in supporting our service team by sourcing parts, creating proposals, and maintaining organized inventory systems.

Requirements

2–3 years of experience in skilled trades (HVAC/Electrical).
Strong customer service skills and ability to multitask in a fast-paced environment.
Familiarity with inventory management, purchasing, and order entry.
Proficiency in Microsoft Office; experience with SamPro ERP software is a plus.

Nice To Haves

Experience with HVAC/refrigeration parts sourcing.
Knowledge of proposal creation and purchase order reconciliation.

Responsibilities

Serve as the primary point of contact for customers and technicians regarding parts needs.
Source, process, and receive parts orders; review for accuracy and completeness.
Create and send proposals/estimates using field service software (SamPro experience is a plus).
Maintain accurate records related to inventory, proposals, and service activity.
Scan, label, and track incoming/outgoing packages; manage technician truck inventory.
Organize warehouse parts and safely distribute materials to technicians.
Monitor re-order levels and replenish inventory to maintain proper stock levels.
Resolve order issues with vendors (incorrect parts, refunds, re-delivery).
Assist Service Manager with inventory cycle counts and general maintenance of tools/equipment.
Use field service software, phone, and text to communicate with technicians.
Occasionally assist with incoming customer calls for service requests and inquiries.

Benefits

Competitive Pay – Earn top wages based on experience.
Paid Holidays & Vacation – Enjoy a great work-life balance.
Health, Dental & Vision Insurance are available– Take care of yourself and your family.
401(k) with Company Match – Secure your financial future.
Career Growth – Opportunity to advance in a thriving company.
Diverse Projects – Service provided for commercial HVAC and Refrigeration installations, service, and maintenance.
Great Team Culture – Join a supportive and skilled crew.

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