Parts & Service Coordinator

ProFound People; Sydney; On-site; AUD 65,000 - 80,000; Full time

Job summary

ProFound People Pty Ltd is seeking a Parts and Service Coordinator to manage parts supply for engines across Australia. This full-time role based in South West Sydney involves coordinating inventory, processing orders and supporting field technicians on remote sites.

You will work with maintenance and technical teams to forecast needs and liaise with suppliers to keep deliveries on time. Strong admin, Excel/Word skills and a proactive approach are essential.

Qualifications

• Experience in parts and service coordination or related admin roles.
• Background with engines or mechanical parts helpful.
• Familiar with Xero or Unleashed inventory software.
• Strong inventory management, purchasing and sales-order skills.
• Proficient in Excel and Word; good email communication.
• Excellent customer service and proactive problem solving.
• Full Australian working rights and a valid driver's license.

Responsibilities

• Manage spare parts inventory and warehouse to avoid shortages.
• Process sales orders and prepare customer quotes for shipping.
• Coordinate purchasing and distribution of parts to field teams.
• Liaise with suppliers to ensure on-time deliveries.
• Assist with service coordination and scheduling.
• Label and store parts to company standards.
• Produce reports on parts usage and stock levels.
• Forecast parts requirements with maintenance and technical teams.
• Provide excellent service to internal and external customers.

Skills

Parts coordination

Sales coordination

Inventory management

Purchasing

Customer service

Problem solving

Excel

Word

Email communication

Tools

Xero

Unleashed

Job description

Company Overview

An established industrial field service business with technicians working across several states is growing its team and is now hiring a Parts and Service Coordinator to manage parts supply and support service delivery for engines at operating sites around Australia. In this role you will run parts inventory and supply for a field service team that services, overhauls and repairs large stationary gas engines and associated equipment at customer sites. You will make sure the right parts reach the right job at the right time, from tracking stock levels and sourcing from suppliers through to processing sales orders, preparing quotes and getting orders shipped. Alongside parts, you will help coordinate service work, lining up parts and personnel so technicians on remote and regional sites can get the job done without delays. You will work closely with the maintenance and technical teams to forecast what's needed, and you will be a key contact for internal staff and external customers with parts and sales enquiries. The business is open to a few different backgrounds for this role, whether you come from service and parts coordination, sales and parts, or a general admin role covering sales, service and procurement. The role suits someone who is organised, enjoys solving problems before they become bigger ones, and wants real input into how the role develops, since management is open to you shaping it. The ideal background is one built around engines and parts or mechanical parts, which will help you get up to speed quickly. This is a full time, warehouse and office based role working Monday to Friday out of the office and workshop in South West Sydney. You will support a field team spread across several states and customers around Australia.

Key Responsibilities

• Manage spare parts inventory and the warehouse, keeping stock levels accurate to avoid shortages and overstocking.
• Process sales orders and prepare customer quotes, getting orders ready for shipping.
• Coordinate the purchasing and distribution of parts to the field service team and other departments.
• Liaise with suppliers to keep deliveries on time and resolve any discrepancies.
• Assist with service coordination, scheduling parts and personnel for upcoming jobs.
• Make sure all parts are labelled and stored to company standards.
• Produce regular reports on parts usage and inventory levels.
• Work with the maintenance and technical teams to forecast parts requirements.
• Provide excellent service to internal and external customers on all parts and sales enquiries.

Requirements

• Experience in parts and service coordination, sales and parts, or general admin covering sales, service and procurement.
• A background working with engines and parts or mechanical parts.
• Experience with accounting and inventory software such as Xero and Unleashed, or similar.
• Strong inventory management, purchasing and sales order skills.
• Good computer skills, including confident use of email, Excel and Word.
• Excellent communication and customer service skills.
• A proactive, problem solving approach and the ability to manage competing priorities.
• Full Australian working rights and a current driver's licence.

Desirable but not essential

• Experience with gas engines such as Jenbacher, Caterpillar or Waukesha.
• Experience coordinating service work, schedules or field resources.
• A current forklift licence.