Warehouse Coordinator

ARC Mechanical; City of Troy (NY); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Healthcare benefits

401(k) retirement plan with Roth

Weekly paycheck

Paid time off

Tuition Reimbursement

Job summary

ARC Mechanical in Troy, NY is seeking a detailed and proactive returns and warehouse operations specialist. You will manage all product and material returns from job sites, ensuring accurate recording and crediting, and track returns for material or warranty credits with the controller.

You will also coordinate tool/equipment issuance, track deliveries, and support fleet and vehicle coordination while maintaining accurate records in Spectrum and related systems.

Qualifications

• Strong attention to detail and ability to prioritize deadlines.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office and database systems.
• Ability to work independently and as part of a team.
• Exceptional problem-solving skills.

Responsibilities

• Manage all product and material returns from job sites, ensuring accurate recording and crediting.
• Track returns for material or warranty credit, updating the controller with the credit amount and date received.
• Process and inspect returned items promptly and efficiently.
• Facilitate communication between vendors and the organization, addressing queries and providing lists of materials and quantities for credit.
• Ensure all returns are accurately recorded in the company database (Spectrum) using credit/return purchase orders.
• Track deliveries of parts and notify the appropriate personnel of their arrival.
• Coordinate with Project Managers, warehouse staff, Inventory Department, and distribution teams as necessary.
• Issue tools and equipment requested by Project Managers and job site workers, maintaining accurate records for issuance and returns.
• Locate lost or misplaced tools and equipment.
• Receive, unpack, and store incoming tools and equipment, recording all necessary data in business operations software, label and tag items accordingly.
• Requisition stock to replenish tool inventory when items are damaged, worn, lost, or stolen, reporting to the Warehouse Operation Manager.
• Inspect tools and equipment for defects and wear upon return from job sites, reporting any damage to the Warehouse Operation Manager.
• Keep all tools and equipment clean and organized in designated locations.
• Perform clerical tasks as directed by the Warehouse Operation Manager.
• Interface with purchasing, receiving, and business operations software as needed.
• Conduct minor repairs, service, and lubrication of tools and equipment when necessary.
• Deliver tools or equipment to workers as required.
• Mark and identify tools and equipment using identification tags, stamps, or electric marking tools.
• Assist in coordinating vehicle swap-outs, including scheduling, tracking timelines, and communicating with field staff to minimize downtime
• Manage new hire vehicle assignments — matching available vehicles to new employees, ensuring proper documentation and handoff
• Oversee vehicle clean-out process for returning, transferred, or decommissioned vehicles (removing personal items, tools, and equipment before reassignment)
• Maintain key management system, including tracking key assignments, managing spares, and securing keys for vehicles in transition or storage
• Coordinate scheduled and unscheduled vehicle maintenance, including tracking service intervals, scheduling appointments, and following up on completion
• Support inventory tracking of fleet-related equipment (e.g., toolboxes, ladders, radios) tied to specific vehicles
• Flag and elevate compliance-related vehicle issues (inspections, registration renewals, recalls) to appropriate personnel
• Maintain a clean and sanitary operating environment, responsible for the cleanliness of the receiving area.
• Assist with general labor duties, including backup logistics driver when needed and warehouse duties such as sweeping, waste disposal, and organization.

Skills

Attention to detail

Communication

Independent work

Problem solving

Driver's license

Tools

Microsoft Office

Database systems

Job description

• Manage all product and material returns from job sites, ensuring accurate recording and crediting.
• Track returns for material or warranty credit, updating the controller with the credit amount and date received.
• Process and inspect returned items promptly and efficiently.
• Facilitate communication between vendors and the organization, addressing queries and providing lists of materials and quantities for credit.
• Ensure all returns are accurately recorded in the company database (Spectrum) using credit/return purchase orders.
  

Job Type
Full-time

Description

Duties and Responsibilities:

• Manage all product and material returns from job sites, ensuring accurate recording and crediting.
• Track returns for material or warranty credit, updating the controller with the credit amount and date received.
• Process and inspect returned items promptly and efficiently.
• Facilitate communication between vendors and the organization, addressing queries and providing lists of materials and quantities for credit.
• Ensure all returns are accurately recorded in the company database (Spectrum) using credit/return purchase orders.
  

Parts & Delivery Tracking

• Track deliveries of parts and notify the appropriate personnel of their arrival.
• Coordinate with Project Managers, warehouse staff, Inventory Department, and distribution teams as necessary.
  

Tools & Equipment Coordination

• Issue tools and equipment requested by Project Managers and job site workers, maintaining accurate records for issuance and returns.
• Locate lost or misplaced tools and equipment.
• Receive, unpack, and store incoming tools and equipment, recording all necessary data in business operations software, label and tag items accordingly.
• Requisition stock to replenish tool inventory when items are damaged, worn, lost, or stolen, reporting to the Warehouse Operation Manager.
• Inspect tools and equipment for defects and wear upon return from job sites, reporting any damage to the Warehouse Operation Manager.
• Keep all tools and equipment clean and organized in designated locations.
• Perform clerical tasks as directed by the Warehouse Operation Manager.
• Interface with purchasing, receiving, and business operations software as needed.
• Conduct minor repairs, service, and lubrication of tools and equipment when necessary.
• Deliver tools or equipment to workers as required.
• Mark and identify tools and equipment using identification tags, stamps, or electric marking tools.
  

Fleet Coordination

• Assist in coordinating vehicle swap-outs, including scheduling, tracking timelines, and communicating with field staff to minimize downtime
• Manage new hire vehicle assignments — matching available vehicles to new employees, ensuring proper documentation and handoff
• Oversee vehicle clean-out process for returning, transferred, or decommissioned vehicles (removing personal items, tools, and equipment before reassignment)
• Maintain key management system, including tracking key assignments, managing spares, and securing keys for vehicles in transition or storage
• Coordinate scheduled and unscheduled vehicle maintenance, including tracking service intervals, scheduling appointments, and following up on completion
• Support inventory tracking of fleet-related equipment (e.g., toolboxes, ladders, radios) tied to specific vehicles
• Flag and elevate compliance-related vehicle issues (inspections, registration renewals, recalls) to appropriate personnel
  

Warehouse & General Support

• Maintain a clean and sanitary operating environment, responsible for the cleanliness of the receiving area.
• Assist with general labor duties, including:
  • Serving as backup logistics driver when needed.
  • Performing warehouse duties such as sweeping, waste disposal, and organization.
    

Requirements

• Strong attention to detail and ability to prioritize deadlines.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office and database systems.
• Ability to work independently and as part of a team.
• Exceptional problem-solving skills.
• Valid driver’s license.
  

Physical Demands

• Must be able to lift, carry, and move items weighing up to 50 lbs regularly.
• Frequent standing, walking, bending, and reaching throughout the workday.
• May be required to climb ladders or access high shelving to retrieve or store inventory.
• Must be able to perform tasks in a warehouse or shop environment, which may involve exposure to varying temperatures and noise levels.
• Periods of data entry and computer use are required.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
  

Benefits

• Eligible for healthcare benefits on Day 1 of employment:
  • Medical, dental, vision, and prescription drug coverage
  • Flexible Spending Account (FSA), Dependent Care Spending Account (DCSA)
  • Health Savings Account (HSA)
  • Company-paid Life Insurance; Supplemental Employee, Spouse, and Dependent Life
  • Accident Hospital Indemnity
  • Company-paid Short and Long-term Disability Insurance
  • Pet Insurance
• Employer matched 401(k) saving plan (with Roth option)
• Weekly paycheck
• Generous paid holiday schedule (11 days per year)
• Paid time off (vacation + sick time)
• Learning & Development programs
• Employee Referral Bonus Program
• Tuition Reimbursement

EOE – Disability/Veterans

Salary Description

$28-30/hr