Parts & Service Coordinator

Stephenson's Rental Services•Hamilton, ON

12d•Onsite

About The Position

Stephenson’s Rental Services is a Canadian owned and operated leader in the equipment rental industry, serving customers in Alberta, Ontario, and Quebec. The company values Respect, Passion, Simplicity, Progressive Thinking, and a Family Focus. They are seeking hands-on, team-focused individuals who thrive in a fast-paced environment. The Parts and Service Coordinator plays a crucial role in ensuring technicians can service and repair equipment quickly and accurately, with safety as the top priority. This role involves the seamless coordination of parts, inventory, and service in a safe, organized, and team-oriented setting. Every employee is responsible for health and safety, adhering to safety commitments, PPE requirements, SOPs, and policies, and reporting unsafe working conditions.

Requirements

Valid G-Class (ON)/Class 5 (AB) Driver’s License with clean abstract.
2 years of customer service / parts experience.
Proficient with Microsoft Office (Word, Excel, Outlook, etc.)
Strong problem-solving abilities with attention to detail
Action-oriented with attention to detail and a focus on quality and safety.

Nice To Haves

Previous customer service experience and/or construction equipment knowledge is an asset

Responsibilities

Coordinate the ordering, receiving, stocking, transferring, and delivery of parts
Monitor inventory levels by managing purchase orders with vendors/suppliers, processing returns, exchanges, and ensure correct parts are allocated to the right equipment and work orders.
Open, update, and close work orders using appropriate coding. (e.g., MI, AI, Cust damage, routine maintenance, or Recap).
Monitor schedule/delivery times, coordinate shipments, resolve queries/disputes related to shipping/invoicing, upkeep status codes, assist with customer damage billing, etc.
Maintain accurate and complete documentation
Monitor business functions, basic service requirements, and equipment/service history to ensure the right parts are in stock at the right times.
Dispatch field technicians to service calls in a timely manner; liaise between stores, customers, and technicians to ensure service calls are completed efficiently.
Provide technicians with accurate site details and supporting information.
Deliver excellent customer service via phone, email, and in person
Facilitate customer inquiries and equipment/supply sourcing
Prepare repair and service quotes and coordinate and secure deliveries.
Schedule and track equipment service and preventative maintenance
Prioritize work orders to minimize downtime and balance technician availability with customer and fleet needs.
Prepare contracts and delivery paperwork and maintain organized records on service schedules, parts usage, and equipment history.
Adhere to company policies, safety protocols, and environmentally responsible practices.
Use excellent communication skills and phone etiquette when interacting with the road crew, stores, sales team and customers.
Support the road crew by providing site details to the technicians and verifying site info accuracy provided by the stores with the actual contracts in the system.
Keeping themselves and all others safe by following the Safety Commitments, PPE requirements and all SOPs and Policies as laid out by Stephenson’s and governing laws.
Report any unsafe working conditions and ensuring that they and their co-workers at all levels of work are wearing their PPE and following our SOPs and policies.