Parts Specialist

Total Power Limited; Greater Sudbury; On-site; CAD 45,000 - 65,000; Full time

Job summary

Total Power Limited is seeking a Parts Specialist to manage incoming parts calls and requests from internal and external customers, handling estimates, sourcing, ordering, invoicing, and inventory control. The role blends administrative tasks with proactive sales to ensure on-time delivery and accurate parts management.

Key responsibilities include quoting, follow-up on quotes, purchasing, receiving, tracking orders, and maintaining a clean, organized parts area while upholding safety and

Qualifications

• Journeyman certification or equivalent required.
• 1–3 years parts/inside sales experience preferred.
• Strong Excel/Office skills and ability to learn new systems.

Responsibilities

• Take orders by walk-in, phone, email or fax to ensure same-day turnaround.
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• Sourcing parts via catalogs and vendors; manage quotes and follow-up.
• Process orders, update delivery status, and generate invoices.
• Maintain accurate inventory and ensure timely parts delivery.

Skills

Time management

Problem solving

Accountability

Dependability

Customer service

Communication

Attention to detail

Education

Journeyman cert

Tools

Microsoft Office

Job description

Summary

The Parts Specialist is responsible for handling incoming parts calls and requests from various internal and external customer groups from start to finish. The Parts Specialist position is both administrative and sales oriented; this position requires attention to detail, resourcefulness, a sense of urgency, and excellent customer service skills. This role will provide Customers with repair estimates that are generated by technician request. Daily activities include quoting customers, follow-up on outstanding quotes, sourcing and procuring parts, purchasing, and receiving orders, ensuring expedited and on-time delivery, and invoicing. Additionally, the Parts Specialist is required to maintain a well-organized and accurate parts inventory.

The Ideal Fit (Core Competency)

• Time Management
• Development and Continual Learning
• Problem Solving
• Accountability and Dependability

What You’ll Do – The Role (Responsibilities)

• Order taking - acknowledge all incoming orders by walk-in, phone, email, or fax to ensure same day turnaround on received orders and advise customers on delivery.
• Sourcing parts – procure parts via catalogues or calling vendors and OEM dealers.
• Quoting including follow-up on all outstanding quotes.
• Ordering parts and reporting delivery status on all parts orders.
• Charging out parts to appropriate work orders and invoices.
• Communicating with customers, internal or external, on delayed deliveries.
• Manage repair sales with the aim of achieving gross margins and sales revenue that exceed forecasts.
• Promptly process customer returns and returning any unneeded parts to the supplier for credit.
• Working towards resolution of customer complaints and disputes.
• Accurately creating, processing, and completing purchase orders, receivers, work orders, and invoicing.
• Tracking all orders utilizing Smartlists and ensuring parts are received and delivered on time.
• Complete inventory cycle counts are required by company.
• Report inventory variances to the parts manager.
• Maintain a clean and organized sales floor, parts counter, and inventory area.
• Ensure parts are immediately assigned and stored in the proper shelf location.
• Maintain a clean and organized area for used or non-inventory parts that is isolated from inventory items.
• Create and maintain a list of used and non-inventory items which includes estimated cost, quantity, and description.
• Timely and accurate estimating and quotations
• Quotation follow up and track success rates.
• Follow up on all quotations to gain customer approval to achieve annual sales targets.
• Follow-up on all submitted repair quotes within 48 hours.
• Other tasks and responsibilities as may be required from time to time consistent with the position of Parts Representative.
• Maintain the warehouse cleanliness and stock levels.
• Operate the forklift as needed.

Service Product Responsibilities

Included items: (Non-Warranty Repairs)

• ALL SERVICE MINOR REPAIR Estimates

What You Need (Requirements)

• Journeyman or equivalent certification as a Parts Technician.
• 1-3 years of previous work experience in parts and/or inside sales in a similar work environment.
• A valid driver's license with a clear record, as local travel may be required at times.
• Ability to lift or move up to 50lbs. may be required.
• Willingness to work overtime as requested.
• Excellent working knowledge of Microsoft Office, and strong computer skills / aptitude; demonstrated ability to adapt to new software systems.
• Time management, accountability, and dependability.
• Excellent communication skills, both verbal and written.
• Excellent customer service skills.
• Accuracy and attention to detail while working under tight deadlines.
• Excellent organizational skills with strong multi-tasking and prioritizing capabilities.
• Resourcefulness and initiative.
• Follow all Company Health and Safety Policies and Guidelines and Privacy Policies.
• In the case of a power outage or declared State of Emergency by any level of Government, be available for work.
• Present a professional image to the Company's customers and suppliers maintaining the highest ethical standard of conduct.

Working Conditions

• Travel maybe required.
• Manual dexterity required to use desktop computer and peripherals.
• Overtime as required.
• Lifting or moving up to 50lbs. may be required.