Job Description

The Parts Specialist plays a key role in the day-to-day operations of the parts department by supporting inventory management, purchasing activities, shipping and receiving, vendor relations, and customer service functions. This position is responsible for maintaining accurate inventory records, assisting with purchase order processing, ensuring parts availability for service technicians, and supporting inventory and pricing accuracy. The Parts Specialist also assists customers with parts identification, order fulfillment, payment processing, and general parts-related inquiries while helping maintain efficient and organized department operations.

Essential Responsibilities

Inventory Management & Parts Coordination

• Maintain accurate inventory levels through cycle counts, audits, and inventory reconciliation.
• Organize, label, stock, and track parts and materials within the warehouse and parts department.
• Monitor inventory levels and proactively identify replenishment needs.
• Assist with service vehicle and truck stock inventory management and replenishment.
• Identify slow-moving, obsolete, or excess inventory and communicate recommendations for inventory optimization.
• Ensure parts are properly received, stored, and readily available to support technicians and customer orders.

Purchasing & Vendor Relations

• Create, process, and track purchase orders for parts, equipment, and materials.
• Communicate with vendors regarding pricing, availability, lead times, and order status.
• Research alternative suppliers and sourcing opportunities to improve availability and reduce costs.
• Assist with maintaining accurate vendor pricing and inventory cost records.
• Follow up on outstanding orders and resolve shipment delays or discrepancies.

Technician & Service Support

• Coordinate with dispatch and service teams to ensure technicians have the necessary parts available for scheduled work.
• Prepare and stage parts for upcoming service calls and projects.
• Communicate inventory shortages, backorders, and expected delivery timelines to internal teams.

Shipping & Receiving

• Receive incoming shipments and verify accuracy against purchase orders and packing slips.
• Inspect incoming materials and report discrepancies, shortages, or damaged items.
• Prepare outgoing shipments, shipping documentation, and labels.
• Track inbound and outbound shipments and provide status updates when necessary.
• Maintain a clean, organized, and efficient shipping and receiving area.

Customer Service & Sales Support

• Assist customers with parts identification, product inquiries, pricing, and order placement.
• Process customer transactions, including cash, credit card, and account payments.
• Generate invoices and ensure accurate order entry and documentation.
• Collaborate with accounting to resolve billing, payment, or pricing discrepancies.

Administrative Support

• Maintain accurate records of inventory transactions, purchase orders, vendor communications, and parts activity.
• Generate inventory, purchasing, and operational reports as requested.
• Assist with inventory costing, pricing updates, and system maintenance.
• Support continuous improvement initiatives that enhance efficiency, accuracy, and customer satisfaction.

Qualifications

Required

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Excellent communication and customer service skills.
• Ability to prioritize tasks and manage multiple responsibilities effectively.
• Basic computer proficiency and experience using Microsoft Office programs.
• Experience in parts, inventory, warehouse, purchasing, shipping/receiving, or distribution operations.
• Forklift certification or previous forklift operating experience.
• Experience with inventory management systems, ERP software, or purchasing platforms.
• Experience supporting technicians, service departments, or industrial operations.

You should be proficient in:

• Truck Operations & Load Securement
• ERP & MRP Systems
• Inventory Management & Control