Logistics Coordinator (Inventory Lead)

HITEC Power Protection develops, manufactures and delivers turnkey power solutions to ensure uninterruptible, continuous and conditioned power supply to mission-critical processes. Your position within the company The Logistics Coordinator is part of the Regional Service organization. Working closely with the Customer Service team, this role is responsible for managing inventory, coordinating orders, and supporting the movement of specialist equipment and spare parts required for both routine and corrective maintenance activities. The position will operate from the Rosenberg warehouse and will be responsible for receiving, organizing, and shipping parts and equipment to field service personnel across the region. This role operates independently within the warehouse environment and requires a high level of organization and accountability. Some equipment and materials are heavy and require previous experience with material handling equipment, including forklift operation and the safe movement of large or specialized components. Role Ownership The role is accountable for monitoring parts availability shipment coordination, issue resolution, escalation management, and status communication through full closure. This role is expected to proactively manage outcomes rather than function as a support-only position. Job objective Responsibilities, duties and authority a. Logistics & Operations Organize courier shipments, freight forwarding. Maintain accurate documentation for all logistical activities. Preparation for PMs, overhauls, outages, and projects as per Service Orders Coordinate customs brokers when required. Prepare shipping documentation (commercial invoices, packing lists, export docs) Coordinate domestic and international shipments (air, ground, freight, oversized). Manage urgent same-day / next-flight-out shipments for critical outages Own the ITT process and replenish used stock within agreed time frames. Photo documentation of outbound shipments Tracking logs Delivery confirmation Proactive delay communication b. Stock & Inventory Management Monitor stock levels and replenish spare parts, service tools, and consumables. Perform regular stocktakes and maintain stock kit notes. Book incoming goods and ensure proper administrative processing. Own audits of Regional-wide stock locations Own IC/ KEM and ETM turning logs Establish and manage inventory control processes Monitor min/max levels and initiate replenishment Low Stock Alerts Proactive Replenishment Escalate forecast risks or material constraints early to Service Director and Project stakeholders. Manage inbound and outbound parts transactions in ERP Book incoming and outgoing goods and ensure accurate administrative processing. Manage FVP in the system and maintain accurate inventory records. c. Procurement Support Raise and process purchase orders. Communicate with vendors and subcontractors to track deliveries and resolve issues. Track shipments and proactively communicate delays to Service and Project teams Provide financial records related to POs and support cash-flow updates. d. Internal & External Communication Serve as a contact point for suppliers, freight forwarders and other logistics partners, service engineers, and the Service Manager. Provide timely updates on orders, stock status, and logistics planning to the Regional Service Manager and other stakeholders in the Company as required. Requirement that all parts requests are acknowledged Use of a visible tracking system (not lost in email) Communication The main external communication points are with subcontractors, vendors, shipping companies but also Hitec's offices in Taiwan and The Netherlands. Apart from the formal reporting line, internally the main communication points are the Service Coordinators, Planners, Project Managers, and the East and West Coast Service Managers. Als Provide proactive, clear, and timely communication regarding parts status, delays, and escalations. Critical issues require direct phone or in-person communication in addition to written updates. This role is expected to communicate proactively rather than reactively . Expect proactive communication on delays Set expectation that critical issues are not handled via email alone Professional Competencies Strong logistics and operational inventory management skills. Knowledge of (Microsoft) Office and ERP software packages. Knowledge of logistics, shipping terms and conditions. Organized, accurate, and process‑focused. Ability to work independently and manage multiple tasks. Behavioural Competencies Good communication skills. Demonstrates ownership mindset, proactively solves problems without deflecting responsibility. High level of ownership, accountability Proactive problem-solving to support field execution and customer satisfaction. Precision and attention to detail. Problem‑solving mindset and customer‑oriented approach. Team-oriented working style.