Warehouse & Parts Coordinator

Isaac Heating & Air Conditioning • Vestal, NY

2d • $18 - $22

About The Position

Arctic Bear Plumbing, Heating, Air, and Water Treatment is seeking a Warehouse & Parts Coordinator to oversee daily warehouse operations in Vestal, NY. The role includes inventory management, material ordering, equipment staging, purchasing support, and general upkeep. The ideal candidate is organized, detail-oriented, dependable, and comfortable in a fast-paced environment, with strong communication, basic computer skills, the ability to manage multiple priorities, and willingness to perform both administrative and physical warehouse duties.

The coordinator prepares and stages equipment and materials for jobs, reviews job documentation for completeness, purchases parts and materials, maintains supplier relationships, manages warranty and return claims, creates purchase orders, and monitors and reconciles inventory. The role also maintains an organized and safe warehouse, operates warehouse equipment, performs supplier pickups and field deliveries, and completes routine facility upkeep and end-of-day administrative, safety, and security procedures.

The position offers a base pay range of $18.00 to $22.00 per hour. Total compensation may vary based on experience, location, skills, and education.

Requirements

• Strong organizational, time-management, and attention-to-detail skills.
• Ability to work independently, prioritize multiple tasks, and communicate effectively with technicians, vendors, and internal teams.
• Basic computer skills and ability to learn company software, including ServiceTitan.
• Valid driver’s license with a clean driving record and reliable transportation.
• Ability to lift, move, load, unload, and organize materials and equipment.
• Dependable, punctual, safety-conscious, and comfortable working in both office and warehouse environments.

Nice To Haves

• Previous warehouse, purchasing, inventory, HVAC, plumbing, water treatment, or mechanical experience preferred.
• Ability to safely operate a forklift; certification or willingness to obtain preferred.

Responsibilities

• Prepare and stage equipment and materials for upcoming jobs by reviewing sales requirements, coordinating orders, verifying equipment details, and organizing materials for warehouse release.
• Review job documentation and installation photos to identify missing or incorrect materials and ensure jobs are complete, accurate, and installation-ready.
• Manage parts and material purchasing for Service and Installation teams by checking inventory, sourcing from distributors, evaluating availability and pricing, and placing orders as needed.
• Maintain supplier relationships, pursue cost savings and competitive pricing, and track orders and deliveries to ensure timely availability of materials.
• Manage warranty and RGA (Return Goods Authorization) claims, including documentation, claim submission, defective-material returns, replacement parts, follow-up, and recordkeeping.
• Create and manage purchase orders across departments, ensuring accurate quantities, pricing, packing slip details, PO assignments, and supporting documentation.
• Maintain and optimize warehouse inventory by monitoring stock levels, restocking critical materials and equipment, evaluating stocking needs, conducting monthly physical counts, reconciling records, and investigating discrepancies.
• Maintain an organized, accurately labeled, clean, and properly stocked warehouse, including water heaters, salt, consignment inventory, and equipment documentation, while following FIFO practices.
• Safely operate and maintain forklifts and other warehouse equipment for loading, unloading, deliveries, and technician support; monitor equipment condition and coordinate maintenance and propane replenishment.
• Perform parts runs, supplier pickups, and field deliveries, ensuring equipment, parts, and materials are transported safely and delivered to the correct location.
• Maintain a clean, safe, and secure warehouse, facilities, parking areas, and grounds through routine cleaning, waste removal, pressure washing, landscaping, and general upkeep. Manage dumpsters and disposal of used equipment as needed.
• Complete end-of-day administrative, safety, and security procedures, including processing packing slips and receipts, securing workstations, and ensuring the warehouse, doors, and lights are properly closed and locked.

Benefits

• Weekly pay with direct deposit
• Paid Time Off (PTO) and Paid Holidays
• Short-Term and Long-term Disability insurance
• 401(k) retirement plan with employer matching
• Medical, Dental, and Vision Insurance
• Company-paid Life Insurance
• A safety-first culture with the equipment and support needed to do the job right

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed