Parts Coordinator

Aston Carter • Westbury, NY • 3d ago

Job Title: Parts & Proposal CoordinatorJob Description

We are seeking a detail-oriented and driven Parts & Proposal Coordinator with expertise in HVAC/R, electrical systems, or commercial kitchen equipment. This role is perfect for a former technician looking to transition to an office-based position while remaining connected to the technical side of the industry. You will play a crucial role in supporting our service team by sourcing parts, creating proposals, and maintaining organized inventory systems.

Responsibilities

Serve as the point of contact for customers and technicians regarding all parts needs.

Order, receive, process, store, and distribute inventory according to purchase orders and work order schedules professionally.

Source, process, and receive parts orders, ensuring accuracy and completeness.

Create and send proposals and estimates using our field service software.

Maintain accurate files, records, and reports related to inventory, proposals, and service activity.

Scan, label, and track incoming and outgoing packages, and manage technician truck inventory.

Receive and keep inventory of all merchandise for delivery or return.

Organize parts from the warehouse and distribute materials safely to technicians.

Assist in maintaining the organization and cleanliness of the parts department.

Assist the Service Manager with equipment, tools, and machinery inspections, and oversee general maintenance as needed.

Monitor re-order levels and replenish inventory to maintain proper inventory levels.

Resolve order issues with vendors, including incorrect parts, refunds, and re-delivery.

Assist the Service Manager with day-to-day and month-end/year-end inventory cycle counts.

Use Field Service Management Software, telephones, and text messages to contact service technicians.

Occasionally assist with incoming customer calls for service requests and repair inquiries.

Assist the Service Manager with organizing work requests, completed work requests, charges for work performed, expenses for services performed, and inventory records.

Essential Skills

Customer service

Purchasing

SamPro

Inventory management

Order entry

Proposals

Purchase order

Reconciliation

Additional Skills & Qualifications

2-3 years of experience within the skilled trades (HVAC/Electrical)

Experience with SamPro ERP software is a plus

Work Environment

The position is based in an office environment, working Monday through Friday from 8:00 AM to 4:30 PM, alongside approximately eight other colleagues.

Job Type & Location

This is a Permanent position based out of Westbury, NY.

Pay and Benefits

The pay range for this position is $58240.00 - $72800.00/yr.

Competitive Pay - Earn top wages based on experience. Paid Holidays & Vacation - Enjoy a great work-life balance. Health, Dental & Vision Insurance are available- Take care of yourself and your family. 401(k) with Company Match - Secure your financial future. Career Growth - Opportunity to advance in a thriving company. Diverse Projects - Service provided for commercial HVAC and Refrigeration installations, service, and maintenance. Great Team Culture - Join a supportive and skilled crew.

Workplace Type

This is a fully onsite position in Westbury,NY.

Application Deadline

This position is anticipated to close on Jan 9, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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