Parts Coordinator

American Refrigeration USA; Fort Worth (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

American Refrigeration USA is seeking a Parts Coordinator to provide administrative, procurement, and inventory support. You will process customer orders, source parts for service operations, and ensure accurate records to support customers and internal technicians.

This role emphasizes collaboration with Service Coordinators and vendors to maintain availability, track shipments, and resolve issues quickly.

Qualifications

• Proven procurement management experience in a warehouse setting.
• Strong inventory control knowledge for industrial refrigeration parts.
• Excellent supplier negotiation and communication skills.

Responsibilities

• Process customer purchase orders and provide timely order status and shipment tracking.
• Source, order, and expedite parts for service operations.
• Coordinate with Service Coordinators, Regional Service Managers, and technicians to ensure parts availability.
• Monitor open POs and communicate delays, backorders, and delivery dates.
• Maintain high levels of customer service for external customers and internal staff.
• Approve vendor invoices for Accounts Payable.
• Process RMA requests and track returns for vendor credits.
• Prepare accurate parts quotations meeting specifications and requirements.
• Identify substitute parts when unavailable while maintaining compatibility.
• Review invoices, unbilled orders, and POs monthly for reconciliation.
• Maintain purchasing, pricing, and inventory records in company systems.
• Improve knowledge through manufacturer training and vendor resources.
• Perform other duties supporting department operations.

Skills

Procurement management

Inventory control

Vendor management

Negotiation

Customer service

Tools

MS Office

ERP systems

Inventory software

Job description

The Parts Coordinator provides administrative, procurement, and inventory support while ensuring customers and internal Service Department personnel receive timely, accurate, and professional support. This position is responsible for processing customer orders, procuring parts for service operations, maintaining inventory accuracy, and coordinating with vendors to ensure the availability of industrial refrigeration parts needed to support customer and internal operational requirements.

ESSENTIAL DUTIES & RESPONSIBILITIES:

(Additional duties may be assigned).

• Process customer purchase orders, providing timely communication on order status and shipment tracking.
• Support procurement activities for internal Service Department work by sourcing, ordering, and expediting parts required for service, maintenance, and repair jobs.
• Coordinate with Service Coordinators, Regional Service Managers, and technicians to ensure parts are available and delivered in support of scheduled service work.
• Monitor open purchase orders for service-related parts, proactively communicating vendor delays, backorders, and expected delivery dates to internal stakeholders.
• Maintain high levels of customer service for both external customers and internal service personnel.
• Maintain strong working relationships with vendors to ensure competitive pricing, product availability, and timely deliveries.
• Approve vendor invoices for Accounts Payable processing.
• Process RMA requests and track returned materials to ensure timely vendor credits.
• Prepare accurate parts quotations for industrial refrigeration customers, ensuring compliance with equipment specifications and customer requirements.
• Assist with identifying substitute or alternate parts when original components are unavailable while maintaining equipment compatibility.
• Review invoices, unbilled orders, and open purchase orders monthly to ensure timely reconciliation and resolution of outstanding issues.
• Maintain accurate purchasing, pricing, and inventory records within company systems.
• Continuously improve industrial refrigeration parts and product knowledge through manufacturer training, vendor resources, and educational opportunities.
• Perform other administrative, procurement, and clerical duties that support departmental operations and contribute to the growth of the company.

Requirements

QUALIFICATIONS:

• Proven experience in procurement management or supplier management within a warehouse environment is preferred.
• Strong knowledge of inventory control processes and best practices specific to industrial refrigeration parts and equipment.
• Excellent negotiation skills to effectively communicate with suppliers.
• Ability to work collaboratively within a team while also being self-motivated.
• Strong customer service skills with a focus on supporting industrial refrigeration technicians and client needs.

EQUIPMENT & PHYSICAL REQUIREMENTS:

Ability to operate standard office equipment, inventory systems, and occasionally lift packages up to 40 pounds.

COMPUTER SKILLS:

Proficiency in Microsoft Office Suite and familiarity with inventory management or ERP systems used in industrial refrigeration operations.

Note: This job description is subject to change and may not constitute all the responsibilities associated with this position.