Parts Procurement and Quoting Specialist

Southtown Refrigeration; Brooklyn Park (MN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Annual profit sharing 5-10%

Health insurance (employee coverage 90

Free dental coverage

Vision insurance

Life insurance

Retirement Savings 401(k)

Paid time off & holidays

Job summary

South-Town Refrigeration and Mechanical in Minnesota is seeking a Procurement Coordinator to support service operations by coordinating parts, preparing quotes, and managing vendor relationships. You will work closely with internal teams, suppliers, and customers to ensure timely, cost-effective solutions and safe, compliant services.

The role involves sourcing parts, creating accurate quotes, and maintaining records while upholding company safety policies.

Qualifications

• High school diploma or equivalent.
• Detail-oriented with strong analytical and problem-solving skills.
• Strong organizational skills and ability to prioritize tasks.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to collaborate as part of a team and work to meet combined goals.
• Knowledge and ability to operate office equipment.
• Skilled at balancing multiple tasks and priorities while meeting deadlines.
• Proficient at anticipating issues, developing practical solutions, and responding quickly to unexpected situations.

Responsibilities

• Procurement: Identify and source parts from approved suppliers and vendors.
• Secure pricing and lead times to ensure cost efficiency and timely delivery.
• Review parts forms daily for parts needing to be ordered.
• Follow through on ordered parts and their delivery; ensure accuracy of purchase order numbers, notify dispatchers upon arrival.
• Assist with Inventory Specialist in aligning our stocking needs.
• Quoting: Review customer or internal requests to determine necessary parts and quantities.
• Provide accurate and timely quotes to customers, including pricing, lead time, and any terms and conditions.
• Ensure that quotes are competitive and reflect the current market conditions.
• Coordinate with vendors to get accurate pricing and product availability for quotes.
• Take lead role in customer work orders and quoting with their service calls and preventative maintenances.
• Vendor Management: Build and maintain strong relationships with vendors to ensure the best pricing and customer service.
• Monitor vendor performance to ensure timely delivery and quality compliance.
• Resolve any issues related to parts quality, delivery delays, or discrepancies.
• Develop and maintain knowledge of vendor and customer warranties; reference on equipment.
• Gain familiarity with blanket contracts and their terms.
• Upload and maintain customer portals with parts ETA, notes, and dates when work will be completed.
• Documentation & Record Keeping: Maintain accurate records of all part orders, pricing, and supplier information.
• Ensure that all procurement processes comply with company policies and regulations.
• Keep accurate records of quotes issued, follow-up actions, and customer interactions.
• Prepare service time tickets for billing.
• Problem-Solving: Troubleshoot issues related to parts availability, quality, and delivery.
• Offer alternative solutions when requested parts are unavailable or delayed.
• Customer Service: Provide excellent service to both internal and external customers by addressing part-related inquiries.
• Resolve any part-related issues, including returns or replacements.
• Assist with on call dispatch rotation.
• Additional Responsibilities: Perform other duties as assigned by supervisor.
• Support service technicians to achieve timely repairs, cutting PO's to vendors, and technicians.
• Comply with all company safety policies, procedures, and applicable regulations while maintaining a safe, clean, and professional work environment. Promptly report hazards, incidents, and unsafe conditions to help protect employees, customers, and company property.
• Perform other duties as assigned by supervisor.
• Adhere to all company safety policies, procedures, and applicable regulatory requirements, including the proper use of PPE, safe work practices, and prompt reporting of hazards, incidents, and unsafe conditions to maintain a safe work environment for yourself and others.

Skills

Detail-oriented

Analytical and problem solving

Organizational skills

Verbal and written communication

Team collaboration

Office equipment operation

Multitasking

Proactive issue anticipation

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

About South-Town Refrigeration and Mechanical:

South-Town Refrigeration & Mechanical is the Midwest's premier commercial refrigeration and mechanical service contractor. Family-owned and operated since 1954, we provide customers in the Twin Cities and beyond with world-class service and equipment. Everything we do is customized for your industry, your location, and your exact needs. At South-Town, our employees are more than a team, they're family. We provide opportunities for personal and professional growth, because we know that happy employees create happy customers.

Our Core Values:

Perseverance / Integrity / Family / Stability / Competency

People and Safety:

At South-Town, we believe safety isn't just about rules; it's about people. Our culture of safety is the foundation of how we work. From the field to the office, it is a shared responsibility and a priority at every level of our organization.

Why our team loves working at South-Town (Straight from our employees!):

• Family-like culture where you are known, not a number
• Awesome bosses
• Leaders who work alongside you
• Co-workers become friends
• Generous profit sharing (5-10%)
• Great medical benefits (South-Town pays 90% of employee coverage)
• FREE dental coverage
• Generous paid vacation, holidays, and sick time
• Technology-driven, cutting-edge company
• Strong reputation in the community
• Collaborative, team-oriented environment
• Flexible workplace that supports work-life balance
• Fun, highly anticipated annual Christmas party

Job Summary:

This position supports service operations by coordinating parts procurement, preparing quotes, managing vendor relationships, and maintaining accurate records. The role works closely with internal teams, suppliers, and customers to ensure timely, cost-effective solutions, dependable service, and compliance with company safety policies and procedures.

Roles and Responsibilities:

Procurement:

• Identify and source parts from approved suppliers and vendors
• Secure pricing and lead times to ensure cost efficiency and timely delivery
• Review parts forms daily for parts needing to be ordered
• Follow through on ordered parts and their delivery; ensure accuracy of purchase order numbers, notify dispatchers upon arrival
• Assist with Inventory Specialist in aligning our stocking needs

Quoting:

• Review customer or internal requests to determine necessary parts and quantities
• Provide accurate and timely quotes to customers, including pricing, lead time, and any terms and conditions
• Ensure that quotes are competitive and reflect the current market conditions
• Coordinate with vendors to get accurate pricing and product availability for quotes
• Take lead role in customer work orders and quoting with their service calls and preventative maintenances

Vendor Management:

• Build and maintain strong relationships with vendors to ensure the best pricing and customer service
• Monitor vendor performance to ensure timely delivery and quality compliance
• Resolve any issues related to parts quality, delivery delays, or discrepancies
• Develop and maintain knowledge of vendor and customer warranties; reference on equipment
• Gain familiarity with blanket contracts and their terms
• Upload and maintain customer portals with parts ETA, notes, and dates when work will be completed

Documentation & Record Keeping:

• Maintain accurate records of all part orders, pricing, and supplier information
• Ensure that all procurement processes comply with company policies and regulations
• Keep accurate records of quotes issued, follow-up actions, and customer interactions
• Prepare service time tickets for billing

Problem-Solving:

• Troubleshoot issues related to parts availability, quality, and delivery
• Offer alternative solutions when requested parts are unavailable or delayed

Customer Service:

• Provide excellent service to both internal and external customers by addressing part-related inquiries
• Resolve any part-related issues, including returns or replacements
• Assist with on call dispatch rotation

Additional Responsibilities

• Perform other duties as assigned by supervisor
• Support service technicians to achieve timely repairs, cutting PO's to vendors, and technicians
• Comply with all company safety policies, procedures, and applicable regulations while maintaining a safe, clean, and professional work environment. Promptly report hazards, incidents, and unsafe conditions to help protect employees, customers, and company property.
• Perform other duties as assigned by supervisor.
• Adhere to all company safety policies, procedures, and applicable regulatory requirements, including the proper use of personal protective equipment (PPE), safe work practices, and prompt reporting of hazards, incidents, and unsafe conditions to maintain a safe work environment for yourself and others.

Minimum Requirements:

• High school diploma or equivalent
• Detail-oriented with strong analytical and problem-solving skills
• Strong organizational skills and ability to prioritize tasks
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite
• Ability to collaborate as part of a team and work to meet combined goals
• Knowledge and ability to operate office equipment sufficient to perform essential functions of the job
• Skilled at balancing multiple tasks and priorities while consistently meeting deadlines in a deadline-driven environment.
• Proficient at anticipating issues, developing practical solutions, and responding quickly to unexpected situations.

Preferred Requirement:

• At least one year of previous experience in procurement, quoting, or inventory management

Physical Requirements:

• Ability to sit up to eight (8) hours per working day
• Ability to regularly lift and/or move objects up to 10 pounds
• Ability to stand, walk, climb, stoop, kneel, crouch, reach with hands and arms, use hands and fingers to grasp and handle objects

Perks of Joining Our Team:

• People First. Always. We support and invest in our team.
• Annual Profit Sharing: Eligible employees receive 5-10% profit sharing each year based on company performance.
• Health Insurance: Excellent, high-quality medical coverage with multiple plan options to fit your needs.
• Free Dental Insurance: South-Town covers 100% of dental premiums for employees and their families.
• Vision Insurance: Affordable vision coverage for employees and families.
• Company-Paid Life Insurance: South-Town provides life insurance coverage for employees and all their dependents.
• Voluntary Benefits: A wide range of optional benefits including life insurance, disability coverage, accident and critical illness plans, identity protection, and more so you can tailor your coverage to your needs.
• Retirement Savings: 401(k) Retirement Savings.
• Paid Time Off & Holidays: Competitive PTO allowance plus paid holidays.

EEO/AA/M/F/Vets/Disabled