HVAC Parts Coordinator

SSH Real Estate; Willow Grove (PA); On-site; USD 42,000 - 60,000; Full time

Job summary

SSH Facilities is seeking a Parts Coordinator to manage procurement, inventory, and distribution of HVAC and plumbing parts. You will ensure technicians have the right parts for service calls and installations while keeping inventory accurate and costs in check.

You will source parts from approved vendors, maintain supplier relationships, and utilize ServiceTitan for inventory management within a dynamic field service environment, supporting residential and commercial operations.

Qualifications

• Must have high school diploma or equivalent.
• Minimum 2 years in inventory, warehouse, purchasing, or parts management.
• Proficiency with inventory management software and Microsoft Office.
• Excellent organizational and time management skills.
• Strong communication and customer service abilities.
• Valid driver’s license with acceptable driving record.

Responsibilities

• Maintain accurate inventory levels of HVAC and plumbing parts and equipment.
• Monitor stock quantities and establish min/max levels.
• Investigate and resolve inventory discrepancies.
• Organize warehouse and storage areas for efficient retrieval.
• Source and purchase parts from approved vendors.
• Negotiate pricing, rebates, warranties, and delivery schedules.
• Maintain relationships with suppliers and distributors.
• Monitor vendor performance regarding pricing, quality, and delivery times.
• Ensure timely delivery or staging of parts for service/installation jobs.
• Communicate parts availability and delivery timelines to operations and service teams.
• Process returns, warranty claims, and core returns with vendors.
• Ensure compliance with company safety policies and procedures.
• Utilize inventory management, purchasing, and ERP/service management software.
• Track inventory turnover, stockouts, obsolete inventory, and purchasing trends.
• Recommend process improvements to increase efficiency and reduce costs.

Skills

Organizational skills

Time management

Communication

Customer service

Education

High school diploma or equivalent

Tools

ServiceTitan

Successware

FieldEdge

Microsoft Office

Job description

Description

Position Summary

The Parts Coordinator is responsible for overseeing the procurement, inventory management, storage, distribution, and tracking of HVAC and plumbing parts, equipment, and materials. This role ensures technicians have the necessary parts available to complete service calls and installations while maintaining accurate inventory levels, controlling costs, and fostering strong vendor relationships.

Key Responsibilities

• Maintain accurate inventory levels of HVAC and plumbing related parts and equipment.
• Monitor stock quantities and establish minimum/maximum inventory levels.
• Investigate and resolve inventory discrepancies promptly.
• Organize warehouse and storage areas to ensure efficient retrieval and accountability of materials.
• Source and purchase parts, equipment, and supplies from approved vendors.
• Negotiate pricing, rebates, warranties, and delivery schedules.
• Maintain strong relationships with suppliers and distributors.
• Monitor vendor performance regarding pricing, quality, and delivery times.
• Ensure timely delivery or staging of parts for scheduled service and installation jobs.
• Communicate parts availability and expected delivery timelines to operations and service teams.
• Process returns, warranty claims, and core returns with vendors.
• Ensure compliance with company safety policies and procedures.
• Utilize inventory management, purchasing, and ERP/service management software.
• Track inventory turnover, stockouts, obsolete inventory, and purchasing trends.
• Recommend process improvements to increase efficiency and reduce costs.

Requirements

Required

• High school diploma or equivalent.
• Minimum 2 years of inventory, warehouse, purchasing, or parts management experience.
• Proficiency with inventory management software and Microsoft Office applications.
• Excellent organizational and time management skills.
• Strong communication and customer service abilities.
• Valid driver's license with an acceptable driving record.

Preferred

• Experience in an HVAC, plumbing, mechanical contracting, or service company environment.
• Experience with ServiceTitan, Successware, FieldEdge, or similar service management platforms.
• Forklift certification or ability to obtain certification.

Physical Requirements

• Frequent standing, walking, bending, and lifting.
• Ability to lift and move materials weighing up to 50 pounds.
• Ability to work in warehouse, shop, and outdoor environments with varying temperatures.
• Ability to operate material handling equipment safely when authorized.
• Experience utilizing ServiceTitan for inventory management
• Experience assisting with the movement from one facility to the next.

About SSH Facilities and Stanley W. Cooper, Inc.

Stanley W. Cooper, Inc. is a well-established plumbing and HVAC service provider known for dependable work, long-standing client relationships, and a commitment to doing the job right the first time that is now part of the SSH Facilities family. We support both residential and commercial customers with service, repairs, and installation work across the region. And we pride ourselves on having many long-tenured employees that have advanced during their years of employment with the company.