Spare Parts Coordinator

As part of our North American team, you’ll contribute to a workplace that values collaboration, continuous improvement, and personal growth.

Job Summary

The Spare Parts Coordinator is responsible for the comprehensive support and daily management of all spare parts-related activities. This includes identifying required spare parts, preparing and submitting Requests for Quote (RFQs) and Purchase Requests to the purchasing department, and processing customer orders efficiently. The role requires direct collaboration with both customers and internal teams to provide timely technical assistance, ensure accurate order fulfillment, and maintain high levels of customer satisfaction.

Job Responsibilities:

Interface with customers via telephone and e-mail to:

• Process POs from internal or external stakeholders, verify clean POs, process in ERP system, and provide order confirmation
• Receive quote requests from internal or external stakeholders, verify parts, request pricing and delivery, and provide an appropriate quote to the customer. Maintain RFQ and PO logs.
• Act as the point of contact internally and externally for al queries related to spare parts and involve other teams required to address queries.
• Obtain details about complaints or issues.
• Act as point of contact for defective spare parts internally and externally.
• Act in a support role to Customer Support Sales, Customer Support Service, Purchasing, Finance, Engineering, and Logistics.
• Keep detailed records of customer interactions and transactions.
• Communicate and work as part of a team working toward shared goals.

Work Activities:

• Using computers and computer systems (ERP, Outlook, Microsoft Office, etc.) to enter data, communicate, and process/access information.
• Providing information to customers, supervisors, co-workers in written form, e-mail or in person.
• Keeping up-to-date technically and applying new knowledge to your job.
• Performing day-to-day administrative tasks such as maintaining customer/order/quote records and processing paperwork.

Qualifications

• Post-secondary diploma or degree specializing in business administration, accounting or equivalent combination of education and experience
• 3+ years of experience working in an industrial/engineering/automation industry in a customer service and administrative capacity
• Experience is a semi-technical role preferred
• Experience in a sales generating role preferred
• Understanding of Customer Order entry, RFQ and Purchasing processes
• Strong administrative skills and experience working under pressure to meet deadlines
• Experience reading mechanical drawings is considered an asset
• Ability to work under pressure in a multi-disciplined environment
• Demonstrated ability to work independently and as part of multi-function team
• Excellent interpersonal and communication skills; ability to deal courteously and effectively with all levels of staff, the public, customers, partners, and any other potential stakeholders.
• Problem-solving skills, discretion, and demonstrated ability to exercise good judgment when handling confidential/sensitive information and communicating with customers regarding controversial matters
• Effective organizational, time management, and multi-tasking skills, with ability to prioritize work to meet customer service standards and deadlines without compromising service
• Demonstrated ability to focus on continuous improvement, willingness to review existing processes and suggest ways to improve the customer experience
• High degree of accuracy, attention to detail and record keeping skills
• Proficiency in Microsoft Suite, and the Internet, ERP systems
• Spoken/written knowledge of additional languages an asset

Additional Information

We offer a comprehensive benefits package designed to support your health, financial well-being, and professional growth. Our offerings include:

• Comprehensive medical/dental/vision/life/disability benefits
• Health savings account, flexible spending account
• 401(k) plan with a company match
• Paid time off starting at 3 weeks per year; increases with length of service
• Paid company holidays

All your information will be kept confidential according to EEO guidelines.