Spare Parts Coordinator

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Overview

Job Title: Spare Parts Coordinator

Position Function: Serve as primary customer contact for all aspects of repair and/or replacement part requests. Process customer quotes/orders as requested using Bill of Material (BOM), drawings, manuals, history, etc. Additional resources may include Technical Service Assistant, Service Technicians, Service Manager, and other departments, if required. Update FREUND Inc. Database (COM) so repair part pricing is accurate and up to date.

Relevant Skills: Computer proficiency required, including Microsoft Word, Access, Excel, and Outlook; Ability to maintain a professional image and attitude while dealing with customers; Ability to accurately relay and describe technical information; Ability to communicate and interact efficiently with customers, service technicians, and other company personnel on both technical and non-technical levels; Must be accurate and detail oriented; Ability to set and shift priorities; Ability to demonstrate office and people skills; Ability to make quality decisions under pressure; Self-starter with excellent communication skills. Analytical thinker; Ability to diagnose and resolve problems with minimum supervision; Ability to handle stress produced by time pressure, customer demands and deadlines; Good organizational skills; Accuracy.

Required Education: High school graduate or equivalent required. Two-year degree in a related field or equivalent experience. Office assistant training or equivalent experience preferred.

Required Experience: 2 years’ experience in customer service-related field strongly preferred, 2 years’ experience in a related field with exposure to manufactured equipment parts (automotive parts, capital equipment parts, or similar) strongly preferred. Must be able to read blueprints, technical drawings, and Bill of Materials.

Physcial Requirements: Required to sit, stand and walk frequently. Occasionally required to bend, squat, reach, twist and lift or carry 10 lbs.

MAJOR RESPONSIBILITIES:

Essential Tasks:

Repair Parts Quotes

  1. Serve as first point of contact by telephone or email regarding all quotes for repair or replacement parts and is responsible for all customer quotes for assigned customer base.
  2. Identify and verify correct part number based on drawings and Bill of Materials (BOM).
  3. Obtain lead time and current pricing from Procurement to complete quote.
  4. Estimate assembly and other labor involved as required.
  5. Prepare parts quotes and forward to customers.
  6. Confirm customer account or establish new in the case of a new customer.
  7. Keep daily quote logs to provide monthly quote times for ISO measurables.
  8. Perform weekly quote follow ups with customers looking for optimizing the percentage of purchase orders.

Repair Parts Orders

  1. Upon receipt of customer purchase order (PO), process order, requisition parts as needed, prepare parts orders/order acknowledgement and forward to customer, provide material certification as required.
  2. Originate programming, calibration, or assembly based on part number requirements.
  3. Review and maintain back orders. Follow up with procurement to expedite parts as needed.
  4. Initiate updates and changes to BOM and drawings with Engineering as needed.

Spare Parts

  1. Per customer request, generate recommended spare parts lists with pricing and delivery times.

International

  1. Provide all item details (materials of construction, weights, dimensions, country of origin) as required by customer, broker, or customs.

Other

  1. Allocate, issue, and return parts used for service work orders and warranties as required.
  2. Initiate parts return process to include RGA (Return Goods Authorization) numbers and information.

Discretionary Tasks:

  1. Attend seminars and technical training sessions when applicable to job responsibilities.

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