Parts Coordinator

The Parts Coordinator plays a critical role in supporting the daily operations of the company by coordinating HVAC parts ordering, warranty tracking, technician support, and job follow-through. This position serves as a key point of communication between technicians in the field, suppliers, and the office to ensure repairs move forward efficiently.

The ideal candidate is highly organized, detail-oriented, and able to manage multiple tasks in a fast-paced environment. This role is responsible for assisting technicians with part pricing and availability while they are onsite, ordering necessary parts, tracking warranty claims, sending repair estimates to customers, and monitoring approved estimates through scheduling and completion. This role will also assist with inbound calls and maintain accurate job updates within the company's CRM system. This position is essential in keeping service jobs moving smoothly, minimizing delays, and ensuring rapid turnaround for repairs.

Key Responsibilities:
*Serve as the primary contact for technicians while they are onsite
*Verify correct model numbers, serial numbers, and part compatibility before ordering
*Quickly contact distributors to obtain real-time pricing, stock availability, and pickup options
*Prepare and send repair estimates to customers based on technicians' diagnoses
*Monitor estimates that have been sent to customers and follow up when needed
*Track equipment and parts warranties
*File warranty claims with distributors when applicable
*Coordinate return of defective or failed parts
*Monitor warranty claims to ensure credits, reimbursements, or replacements are issued
*Maintain organized records of all warranty claims and outcomes
*Update job tags and job statuses in the company CRM (Housecall Pro)
*Ensure jobs are properly documented and tracked through completion
*Answer inbound customer calls and assist with scheduling, service questions, or job updates
*Communicate with customers regarding repair estimates, approvals, and scheduling availability
*Assist office staff and technicians with job coordination when needed

Key Traits:
*Strong organizational and multitasking skills
*Ability to work quickly in a fast-paced HVAC environment
*Strong communication with technicians, distributors, and customers
*Attention to detail when handling parts, warranties, and estimates
*Problem-solving mindset to keep jobs moving forward efficiently