Service Parts & Administration Coordinator

Panasonic•Mississauga, ON

5d•Hybrid

About The Position

Coordinates parts inventory, logistics, repair administration, customer service, and operational support activities to ensure the efficient delivery of technical service operations. Maintains inventory and parts transactions according to established procedures, coordinates domestic and international shipments, administers repair work orders and customer invoices, maintains accurate service and inventory records, and serves as a primary liaison between customers, service providers, logistics partners, and internal teams. Supports reporting, compliance, and departmental KPI objectives while ensuring a high standard of customer service and operational accuracy.

Requirements

College diploma (1-2 years) in Business Administration, Supply Chain Management, Logistics, or a related field, combined with 3-5 years of relevant experience; an equivalent combination of a High School Diploma and additional related experience will also be considered.
Proficiency with Microsoft Office applications, including Excel, Word, and Outlook; experience with SAP and Salesforce is considered an asset.
Strong attention to detail with the ability to accurately verify inbound and outbound shipments, accessories, and receipts, identify discrepancies, and escalate issues appropriately.
Demonstrated problem-solving skills with the ability to resolve routine operational issues independently and exercise sound judgment when performing visual inspections of outbound repairs and equipment.
Excellent organizational, time management, and communication skills, with the ability to respond promptly to customer inquiries, manage multiple priorities, and coordinate activities with technicians, third-party service providers, and internal stakeholders.
Strong interpersonal and teamwork skills, with the ability to collaborate effectively across departments, support shared objectives, discuss repair estimates, and professionally obtain customer payments.
Customer-focused approach with the ability to communicate factual information clearly and professionally, while demonstrating sensitivity to cross-cultural diversity and maintaining positive relationships with customers, partners, and colleagues.

Nice To Haves

Experience with SAP and Salesforce

Responsibilities

Manage the receipt, sorting, storage, and tracking of incoming parts and accessories, maintaining accurate inventory records, conducting cycle counts, investigating discrepancies, and recommending inventory adjustments as required.
Monitor parts availability, identify backorders, process parts orders, maintain accurate transactions within HeartSmart systems (S4/HeartSmart), and provide timely status updates to stakeholders.
Respond professionally to customer and stakeholder inquiries received through phone and shared email channels, escalating issues as appropriate to ensure prompt resolution.
Serve as a key liaison between customers, third-party repair providers, logistics partners, factories, affiliated service centers, and internal teams to facilitate efficient repair and service operations.
Coordinate inbound and outbound domestic and international shipments, preparing all required shipping, export, and cross-ship documentation and verifying product receipts by part and serial number.
Coordinate the shipment of repaired, evaluated, and warranty products, perform visual inspections prior to shipment, and escalate discrepancies to ensure quality and accuracy.
Create, maintain, and process work orders for repairs, evaluations, warranty services, and other service-related activities; review documentation for completeness, ensure all required paperwork is obtained, and close work orders upon completion.
Act as the primary point of contact for repair status updates, service inquiries, and customer communications; prepare and issue repair estimates and invoices, and process customer credit card and EFT payments while maintaining accurate accounting records.
Maintain service databases, warranty information, service history, training records, customer data, and daily logs; audit system data for accuracy and generate operational, inventory, service, and management reports.
Provide administrative and operational support, including mail distribution, office supply management, and departmental coverage during peak periods or absences; maintain a safe and organized workspace and support the achievement of Factory and PCOCA Technical Services KPIs through effective coordination, communication, and adherence to established timelines.

Benefits

Comprehensive Medical, Dental and Vision Coverage with a Health Spending Account
Panasonic Retirement Pension Plan (RPP/DCPP)
Group Retirement Savings Plan (RSP)
Pregnancy Leave Top Up
Education Assistance Program/ Tuition Reimbursement
Employee Purchase Program
Employee & Family Assistance Program (EFAP)
Competitive Rates on Home and Auto Insurance
Employee Volunteer Program – Paid Time Off for Volunteer Days
Onsite Events!