Procurement & Quoting Specialist - Parts & Vendor Support

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

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.