Parts & Service Coordinator

Sencorpwhite; Hamilton (OH); On-site; USD 42,000 - 66,000; Full time

Job summary

SencorpWhite, Hamilton, OH, is seeking a Parts & Service Coordinator to process, coordinate, and track parts orders from receipt through shipment. This role supports pricing accuracy, customer communication, and online parts store maintenance, working across production, purchasing, and engineering to ensure timely delivery.

Responsibilities include backlog management, RMA handling, and documentation across service records.

Qualifications

• Bachelor's degree or equivalent education/experience.
• Strong organizational skills and attention to detail with ability to manage multiple priorities.
• Effective communication and customer service with problem-solving abilities.

Responsibilities

• Maintain parts price books and perform regular pricing audits.
• Receive and process parts orders from internal and external customers via multiple channels.
• Enter orders promptly and track progress from receipt through shipment and delivery.
• Monitor order backlog, identify delays, and escalate priority orders.
• Collaborate with production, purchasing, engineering, and other departments to resolve issues and ensure on-time delivery.
• Proactively monitor order status, credit holds, and production delays to update customers.
• Coordinate return material authorization (RMA) processes and maintain related records.
• Maintain accurate service department records and supporting documents.
• Reference equipment manuals and drawings to identify correct replacement parts for customers.
• Prepare management reports using MRP data and Excel to support decision-making.
• Respond to customer questions regarding invoices, orders, and administrative matters.
• Answer incoming departmental calls and direct inquiries to the appropriate person or department.

Skills

Organizational skills

Customer service

Cross-functional collaboration

Problem-solving

Attention to detail

Education

Bachelor's degree in business, finance, or related field

Tools

Microsoft Excel

MRP/ERP systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Parts & Service Coordinator

Customer Service Operations Full-time Regular Administrative Hamilton, OH, US

2 days ago Requisition ID: 1393

About SencorpWhite:

SencorpWhite provides intelligent solutions that help customers overcome storage and fulfillment challenges. As both a software provider and manufacturer of vertical and horizontal carousels and vertical lift modules (VLMs), SencorpWhite enables organizations to efficiently store, manage, and retrieve parts and inventory—driving measurable gains in productivity, accuracy, and space utilization.

Serving the pharmaceutical, warehousing, manufacturing, and retail industries, SencorpWhite’s automation technologies deliver a competitive advantage by optimizing workflows and supporting high-density storage strategies. By integrating advanced control software with precision-engineered equipment, the company provides scalable systems tailored to each customer’s operational needs.

Purpose of the Role: Responsible for processing, coordinating, and tracking parts orders for internal and external customers from order receipt through shipment and delivery. Maintains accurate parts pricing and order records, supports timely customer communication, and assists with the implementation and ongoing maintenance of the online parts store. Works cross-functionally with production, purchasing, engineering, and other departments to ensure accurate order fulfillment and a positive customer experience.

Key Responsibilities:

• Parts Pricing and Maintenance: Maintain parts price books and perform regular pricing audits to ensure accuracy and consistency.
• Order Processing and Tracking: Receive and process parts orders from internal and external customers via email, phone, and website inquiries. Enter orders promptly and track progress from receipt through shipment and delivery.
• Backlog and Priority Management: Monitor order backlog, identify potential delays, and escalates priority orders to ensure timely fulfillment.
• Cross-Functional Coordination: Collaborate with production, purchasing, engineering, and other departments to resolve order issues and support accurate, on-time delivery.
• Customer Communication: Proactively monitor order status, credit holds, production delays, and backlog to communicate updates and potential delays to internal and external customers.
• Returns and RMA Management: Coordinate return material authorization (RMA) processes, maintain related records, and identify recurring product failures or trends for further review.
• Records and Documentation: Maintain accurate service department records, including current and historical purchase orders, sales order acknowledgments, pick lists, shipping documents, on-site service reports, and invoices.
• Technical Parts Support: Reference equipment manuals, parts lists, and engineering drawings to assist customers in identifying the correct replacement parts and components.
• Reporting and Analysis: Prepare management reports using MRP system data and Excel to support order tracking, backlog monitoring, and operational decision-making.
• Customer Account Support: Research and respond to customer questions regarding invoices, orders, and other administrative matters.
• Departmental Support: Answer incoming departmental calls and direct inquiries to the appropriate person or department.
• Additional Duties: Perform other related duties as assigned.

Qualification Requirements:

• Bachelor's degree in business, finance, or a related field, or equivalent education and relevant experience.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines.
• Effective communication and customer service skills, including active listening, problem-solving, and the ability to resolve issues professionally.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Self-motivated, adaptable, and accountable, with a proactive, take-ownership approach to responsibilities.
• Comfortable working in a fast-paced, growing organization and adapting to changing priorities and processes.
• Demonstrates initiative by identifying opportunities for process improvement and recommending practical solutions.
• Proficiency in Microsoft Excel and the ability to learn and use MRP or ERP systems.
• Ability to interpret equipment manuals, parts lists, and engineering drawings, or willingness to develop these skills.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. The description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

SencorpWhite is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.